Archiving course enrollments

Introduction

Archiving course enrollments is a key step in maintaining clean, accurate records within your platform by removing this information from view while preserving historical data for future reference.

In addition to archiving, you can also re-enroll users in the same course. This restores their access without having to create new enrollments from scratch. Re-enrollment is ideal when you want users to retake a course periodically to stay current with evolving content and to track multiple completions over time. You can choose whether users must retake all training materials or only complete the content added since their last completion.

The data of the archived course enrollments is kept in the platform and can be viewed in:

• the Users - Courses and in the Users–ILT Sessions custom reports
• in the User Statistics tab of the course report (and in no other area of the Course Report)
• and in the Archived enrollments section of the Enrollments tab of every course

Please note that the custom reports on course archived enrollments show only the data archived, meaning that some fields in the report may not be populated.

This article covers how to archive course enrollments, archive and re-enroll users, and provides detailed information about the archived data. For more details about archiving learning plan enrollments, refer to the Archiving learning plan enrollments article.

Requirements and limitations

• You can archive course enrollments both for e-learning and Instructor-Led Training (ILT) courses, but you cannot archive enrollments for the sessions of ILT courses.
• When you duplicate a course, its archived enrollments are not duplicated.
• When you archive the enrollments for a course with mutual equivalency, the target course's enrollments are not archived.
• When the profiles of two or more users are merged, the archived course enrollments are not part of the merged data.
• Only first-level managers can view archived enrollment data, while it remains hidden from second-level and higher managers.
• User additional fields are archived but do not populate custom reports.

Use case scenarios

The Health Insurance Portability and Accountability Act (HIPAA) is a US law on data privacy and security aimed at protecting medical information. A hospital or health system can determine that their medical team needs to take the HIPAA compliance training course annually to ensure protocols are followed correctly.

In aviation, annual airframe maintenance training must be done to ensure that aviation mechanics are consistently updated and trained on maintenance processes to minimize the risk of aircraft incidents.

Please note! Check whether the archived enrollment data include all the data required for your compliance needs in the Archived enrollment data chapter of this article.

Archiving a course enrollment

To archive the enrollment of a user in a course, log in to your platform as the Superadmin or Power User. Then, access the Navigation menu > Content and delivery (folder icon) > Courses. Click on the title of the course, and move to the Enrollments tab.

Click on the ellipsis menu at the end of the row of the user for whom you wish to archive the enrollment and select Archive enrollment. 

Please note! The Archive enrollment option is not available for:

• The users on the course waiting list.
• The users whose course enrollment status is different from Enrolled, In progress, or Completed.
• The users enrolled in more than five ILT sessions.
• The users enrolled in any ILT session that includes more than 50 events.
• The users whose enrollment date is set in the future.

In the pop-up that opens, set whether you want to archive the active enrollment and re-enroll the user in the same course or unenroll the user after archiving the enrollment. If you select the second option, remember that learners will no longer be able to access the course once their enrollment is archived, but you can possibly re-enroll them manually, or they can self-enroll if the course enrollment policy allows them to do so.

Independent of whether the user will be re-enrolled or unenrolled from the course after the enrollment is archived, the tracking of the training material taken by the user is reset by default. If you want to keep the tracking, unselect the Reset the tracking of the course training material checkbox in the pop-up. This option is useful when you want your learners to take only the training material you recently added to the course.

If this option is unselected, and the user is re-enrolled in the course, they will have to take only the training material they have not completed before the enrollment was archived. For materials already completed, learners have to interact with the material to recover their tracking. The required interaction depends on the material type:

• Immediate fruition materials (such as HTML pages): learners only need to open the material in the course player.
• Package-based materials (such as SCORM or xAPI): learners must access the course player and launch the content. 

After the interaction, the platform updates the course enrollment status from In progress to Completed.

Click on Archive enrollment to finalize your action. 

Archiving multiple course enrollments

You can archive multiple course enrollments by taking advantage of the same features described in the Archiving a course enrollment chapter of this article on a number of course enrollments. From the course Enrollments tab, select the checkboxes at the beginning of the rows of the users for whom you wish to archive the enrollments, then click on the Choose action button in the bottom right corner of the table, and select Archive enrollments.

Starting from two enrollments, the archiving happens in the background, as a background job.

Please note! If you manually select the enrollments one by one, you can archive up to 200 enrollments at a time, whereas if you select all enrollments with the Select all button, you can archive up to 10,000 enrollments at a time.

Outcome of archiving course enrollments 

When course enrollments are archived, they are removed from the table in the Enrollments tab, but you can still view them as described in the Viewing archived course enrollments chapter of this article.

Remember that only course enrollments are archived; the course, and the course training material are not archived.

In addition:

• Archived course enrollments cannot be restored, as the data structure of archived enrollments is different from that of active enrollments. Please read carefully the Archived data chapter of this article to check which values are actually archived.
• The data relating to archived course enrollments is frozen at the time of the archive. If, for example, you change the course title after archiving the enrollment, the title of the course related to the archived enrollment will remain the one set at archive time. For this reason, if the archiving process requires a long time to be completed, do not make changes to the course data, as they will affect the data of the archived enrollments.

Archived data

The following data is archived for every enrollment. The data marked with * are saved but not returned via API.

Archiving data

• Date and time when the enrollment was archived in UTC format
• The user who archived the course enrollment
• When the course enrollment was archived as a consequence of the learning plan enrollment being archived:
  • The user who archived the learning plan enrollment.
  • The learning plan ID.

User data

• Enrolled user
• Preferred user language
• User ID
• Username
• Email
• First name
• Last name
• Timestamp of the last login *
• User expiration date *
• Whether the user is an active user *
• Whether the user has been suspended *
• User level *

Course data 

Data of the course for which the enrollment was archived

• ID
• Title
• Code
• Unique ID
• Type (e-Learning, ILT)
• Status (Possible values are: 0=Enrolled, 1=In Progress, 2=Completed) *
• Course training material default language in ISO 639-1 format *
• Languages in which the course summary data is translated in ISO 639-1 format*
• Category *
• Creation date *
• Publication date *
• Last update (the last time the course was updated) *
• Time from the course first access or enrollment date, only for e-learning courses *
• Days of validity *
• Start date *
• End date *
• Credits (CEUs)
• Average duration
• Enrollment policy (Admin only, Pending approval, Free) *
• Content provider (for the courses coming from the Content Marketplace) *
• Certificate template ID *
• Link to the certificate obtained by the user
• Date when the certification was assigned

Training material data

• Number of archived training materials *
• For every training material:
  • ID *
  • ID of the training material coming from the Central Repository and imported into the course *
  • Type *
  • Resource ID (i.e. for HTML training material it is the ID of the HTML content, for SCORM * packages it is the package ID, etc.) *
  • Title *
  • Score (if any) *
  • Status *
  • Whether the training material has been completed *

E-signature data

• E-signature (enabled or disabled) *
• Status of the e-signature signing process for the user
• Timestamp of the creation of the e-signature signing process *
• Timestamp of the update of the e-signature signing process *
• E-tracking of the course for the user *
• Timestamp when the e-signature status was recorded as “signed” in UTC format *
• The One-Time Password (OTP) method used by the user to perform the e-signature *

Enrollment data

• Enrollment date
• The user who enrolled the learner in the course
• Enrollment last update *
• Enrollment start of validity
• Enrollment end of validity
• Enrollment level
• Enrollment status
• Enrollment completion date
• ID of the equivalent courses triggering the enrollment completion (if any)
• Initial score
• Final score
• Manual final score *
• Date of the first access to the course
• Date of the last access to the course
• Time spent on training materials
• Number of archived session enrollments
• Enrollment attribute
• List of session enrollments
  • Session ID
  • Session name
  • Session code
  • Session UUID
  • Session start date
  • Session end date
  • Session created by
  • Session instructors IDs
  • Session enrollment date
  • Session completion date
  • Session enrollment status
  • Session evaluation values
    • Evaluation status (between -1 and 1)
    • Evaluation score
    • Evaluation comments
    • Evaluation file
    • Evaluation date
    • User who performed the evaluation *
    • Hours of attendance
  • Session events
    • Event ID
    • Event Name
    • Event start date
    • Event end date
    • Event timezone
    • Event type (online, onsite, flexible)
    • Event attendance status (Not Set, Not Present, Present)
    • Event attendance effective duration
    • Whether the user attended the event in live mode (if true it does not imply that the user is marked as Present) *
    • Whether the user watched the event recording (if any) *
    • The number of minutes the user attended the event with external attendance tracking (such as Adobe) *
• Enrollment additional fields
  • ID of the enrollment additional field
  • Value of the enrollment additional field
  • Type of enrollment additional field
  • For dropdown enrollment additional fields, the translation of the values
  • Whether the enrollment additional field is visible to users
  • Whether the enrollment additional field is mandatory

Platform data

Default platform language

Events triggered when archiving course enrollments

The archival of course enrollment triggers the following events that may, in turn, trigger the notifications you have configured. Consider temporarily disabling them when archiving large numbers of enrollments. 

When you select the Archive and unenroll option:

• Users are unenrolled from the course
• The course event is removed from the learner’s calendar
• If the course has learners on the waiting list and the Allow automatic enrollment from the waiting list when learners unenroll option is enabled, the first learner in the queue is automatically enrolled in the course.
• The training material tracking is reset (a reset for every training material)
• Course enrollments are archived

When you select the Archive and re-enroll option:

• Users are unenrolled from the course
• The training material tracking is reset (a reset for every training material)
• Users are re-enrolled in the course
• Course enrollments are archived

Deleting archived course enrollments

To delete an archived course enrollment, click on Enrollment type at the top of the list of enrollments and then on Archived enrollments to see the list of the course's archived enrollments. 

Identify the archived enrollment to delete, click on the ellipsis menu at the end of its row, and select Delete. To delete more archived enrollments at a time, select the checkbox next to their names, click on Choose action at the bottom right corner of the page, and select Delete.

When you delete an archived course enrollment, all the archived data is permanently deleted from the platform.

Please note! Archived course enrollments are automatically deleted when either the course or the user they belong to is deleted.

Power Users and archived course enrollments

Power Users can archive enrollments only for the courses and users assigned to them, and only if they have been granted the following permissions:

• Enrollment / Archive
• Course / View
• Enrollment / View 

To delete archived enrollments, Power Users must also have the Enrollment / Delete archived enrollments permission.

Viewing archived course enrollments

The enrollments shown in the course Enrollments tab are active enrollments. Click on Enrollment type at the top of the list of enrollments and then on Archived enrollments to see the list of the course's archived enrollments. 

Click on the Filters tab to refine the search by using the available filters, such as the archive period, the person who archived the enrollment, or the user status. Use the User filter option to view the archived enrollments of the selected course for other users.

Click on the ellipsis menu at the end of the row of any archived enrollment and select the Details option for more information on the archived enrollment. A right panel will open to display the following data:

• for e-learning courses, the details about the course for which the enrollment was archived
• for ILT courses, the details about the course for which the enrollment was archived as well as the list of every session the user was enrolled in, including events

If a certificate was present at the time of archival, it will be saved and will be available for download.