Recalculating Course Compliance

Course compliance recalculation recomputes compliance timelines and due dates for learners already enrolled in courses when administrators modify compliance rules after initial user assignments. This administrative action ensures that existing course assignments reflect updated compliance duration periods, automatic retake schedules, or failure reassignment policies without requiring manual reassignment of individual learners.

Compliance recalculation maintains training program integrity when organizational policies evolve, regulatory requirements change, or certification standards are updated, allowing administrators to apply new compliance frameworks to active enrollments while preserving learner progress and completion history.

Requirements

To recalculate course compliance, users must be assigned a security role with the following permissions:

• Administrator System Role
• Access Level: Training Manager, Manage Courses

Compliance Recalculation Overview

Compliance recalculation triggers a system-wide recomputation of compliance-related dates and assignment statuses for all learners currently assigned to a course. The recalculation process evaluates each learner's enrollment date, completion status, compliance expiration date, and automatic retake eligibility based on the course's current compliance configuration.

What Compliance Recalculation Affects

Compliance expiration dates: Recomputes when completed courses will expire based on updated compliance duration settings, adjusting the date when learners must retake courses to maintain certification

Automatic retake assignments: Reevaluates when learners should receive automatic course reassignments based on updated "days before expiration" settings for compliance renewal

Assignment statuses: Updates learner assignment states to reflect new compliance timelines, potentially moving assignments between Assigned, Pending, Completed, or Incomplete categories

Due dates: Adjusts course due dates for active assignments when compliance duration changes affect expected completion timelines

Notification schedules: Recalculates when compliance expiration reminders and automatic retake notifications should be sent to learners based on updated compliance frameworks

What Compliance Recalculation Does Not Affect

Learner progress: Does not reset lesson completions, quiz scores, or learning progress within courses—learners retain all completed work and assessment results

Completion records: Preserves historical completion data, completion dates, and certificate issuance records regardless of compliance timeline changes

Course content: Does not modify course structure, chapters, lessons, quizzes, or any learning materials within the course

User assignments: Does not create new assignments or remove existing assignments—it only updates compliance-related dates and statuses for current enrollments

Certificate access: Does not revoke previously downloaded certificates or remove certificate access from learners who completed courses under previous compliance rules

When to Recalculate Compliance

Compliance Duration Changes

Scenario: Administrators modify the "Compliant for" duration from one timeframe to another (e.g., changing from 12 months to 24 months, or from "Forever" to a specific duration)

Recalculation impact: Updates all learners' compliance expiration dates to reflect the new duration period, extending or shortening the time before recertification is required

Example: If a course previously required annual recertification (12 months) but compliance duration is increased to 24 months, recalculation extends all learners' expiration dates to align with the new two-year timeline

Automatic Retake Timing Adjustments

Scenario: Administrators change the "Automatic Retake" setting that determines how many days before compliance expiration learners are automatically reassigned to courses

Recalculation impact: Adjusts when automatic reassignments will occur for learners approaching compliance expiration, potentially triggering immediate reassignments if learners are now within the new notification window

Example: If automatic retake timing is changed from 30 days before expiration to 60 days before expiration, recalculation identifies learners now within the 60-day window and schedules their reassignments accordingly

Compliance Rule Implementation

Scenario: Administrators add compliance requirements to courses that previously had no compliance duration (changing from "Forever" to a specific timeframe)

Recalculation impact: Establishes compliance expiration dates for all completed course assignments, creating recertification requirements where none previously existed

Example: If a course that previously had indefinite validity now requires annual recertification, recalculation computes expiration dates for all past completions based on their original completion dates

Failure Reassignment Policy Changes

Scenario: Administrators enable or disable the "Reassign when users fail" setting that automatically reassigns courses to learners who do not achieve passing scores

Recalculation impact: Applies the new failure reassignment policy to learners who previously failed courses, potentially creating new assignments for learners who failed under different policies

Example: If automatic failure reassignment is newly enabled, recalculation identifies learners who previously failed the course and creates new course assignments for them

Organizational Policy Updates

Scenario: Regulatory requirements, certification body standards, or internal training policies change, requiring adjustments to compliance frameworks across training programs

Recalculation impact: Ensures all enrolled learners operate under current compliance standards rather than being grandfathered under outdated policies that may no longer meet regulatory requirements

Example: If a professional licensing board changes continuing education requirements from biannual to annual recertification, recalculation adjusts all compliance timelines to meet the updated regulatory standard

Performing Compliance Recalculation

Accessing Compliance Recalculation

1. Navigate to the Training module and select the Courses tab
2. Locate the course requiring compliance recalculation in the course list
3. Click the Actions dropdown menu (three dots icon) beside the course name
4. Select Recalculate Compliance from the menu options
5. A confirmation dialog appears explaining the recalculation action and its implications

Confirmation and Execution

1. Review the confirmation message explaining that compliance will be recalculated for all enrolled learners
2. Verify that the current compliance settings are correct before proceeding—recalculation applies the current settings to all assignments
3. Click Confirm or Recalculate to initiate the compliance recalculation process
4. The system processes all learner assignments for the course, updating compliance dates and assignment statuses
5. The confirmation dialog closes automatically after recalculation completes

Post-Recalculation Verification

Review updated assignments:

• Navigate to the course's Users tab to review updated assignment statuses
• Verify that compliance expiration dates reflect the new compliance duration settings
• Confirm that automatic retake assignments have been created for learners within the notification window
• Check that due dates align with expected compliance timelines

Monitor learner notifications:

• Verify that learners approaching compliance expiration receive appropriate notification emails
• Confirm that automatic retake assignments trigger enrollment notifications to affected learners
• Review notification logs to ensure communication reaches learners based on recalculated timelines

Validate compliance status:

• Review the Dashboard and Reports to confirm compliance calculations align with organizational requirements
• Verify that compliance expiration dates are accurately reflected in user progress views
• Check that learners who previously completed courses now show appropriate expiration timelines

Impact on Learners

Notification Changes

Learners may receive new or updated notifications following compliance recalculation:

Compliance expiration reminders: Learners whose compliance expiration dates are recalculated receive updated notifications based on the new timeline, potentially receiving earlier or later reminders depending on compliance duration changes

Automatic retake assignments: Learners who fall within the new automatic retake window receive course reassignment notifications, informing them of upcoming recertification requirements

Due date updates: Learners with active assignments may receive notifications of adjusted due dates if compliance recalculation affects expected completion timelines

Progress and Access Preservation

Maintained progress: Learners retain all completed lessons, quiz scores, and learning progress regardless of compliance recalculation—they can resume courses from their current position without losing work

Certificate access: Learners who previously completed courses and downloaded certificates maintain access to their credentials even if compliance expiration dates are adjusted

Course access: Learners with active assignments retain course access and can continue working through lessons and assessments without interruption during or after recalculation

Assignment Status Changes

Completed to Incomplete transitions: Learners whose completed courses have now expired under new compliance rules may see their assignments move from Completed to Incomplete status, indicating recertification is required

New automatic reassignments: Learners within the automatic retake window receive new course assignments, appearing in their Assigned courses list with updated due dates based on compliance expiration timelines

Due date adjustments: Learners with active assignments may see adjusted due dates if compliance duration changes affect the expected timeline for completing certification requirements

Best Practices and Recommendations

Pre-Recalculation Planning

Review compliance settings thoroughly: Before recalculating, verify that all compliance configuration options (duration, automatic retake timing, failure reassignment) are set correctly—recalculation applies current settings to all enrollments immediately

Communicate with stakeholders: Inform training managers, department heads, or organizational leaders about compliance policy changes before recalculation to ensure alignment with business objectives and regulatory requirements

Document policy rationale: Maintain clear records of why compliance settings are being changed and what drove the need for recalculation to support future audits and policy reviews

Consider learner impact: Evaluate how recalculation will affect learners currently enrolled in or having completed courses—determine if shortened compliance periods create unreasonable recertification burdens or if extended periods adequately serve training objectives

Timing Considerations

Schedule during low-activity periods: Perform compliance recalculation during off-hours or low-activity periods to minimize potential disruption to learners actively working through courses

Allow transition time: When shortening compliance duration, consider whether learners need advance notice before new expiration dates take effect—communicate changes before recalculating to support learner planning

Coordinate with reporting cycles: Time recalculation to align with organizational reporting periods, audit schedules, or certification renewal cycles for cleaner data analysis and stakeholder communication

Batch related changes: If multiple courses require compliance recalculation, coordinate the timing to apply policy changes consistently across related training programs rather than staggering updates

Post-Recalculation Actions

Monitor notification delivery: Review system logs to confirm that learners receive appropriate notifications about compliance changes, automatic retake assignments, or due date adjustments

Update documentation: Revise training program documentation, learner handbooks, or certification guides to reflect new compliance requirements and timelines

Support learner inquiries: Prepare administrators and support staff to answer questions about compliance changes, updated timelines, or recertification requirements that may arise after recalculation

Track compliance metrics: Use Reports to monitor how compliance recalculation affects completion rates, recertification timing, and overall training program effectiveness under new compliance frameworks

Compliance Management Strategy

Apply uniformly: Use the "Apply Compliance to All Users" setting when updating compliance rules to ensure consistent policy application—then recalculate to implement changes across existing enrollments

Regular policy review: Schedule periodic reviews of compliance settings to ensure they remain aligned with regulatory requirements, organizational objectives, and industry best practices

Version control consideration: If maintaining historical compliance records is critical, consider cloning courses before major compliance changes to preserve snapshots of previous certification frameworks

Audit trail maintenance: Document all compliance recalculations including dates performed, settings changed, and rationale for updates to support compliance audits and regulatory reviews

Communication Best Practices

Announce changes proactively: Notify learners before compliance recalculation about upcoming policy changes, new expiration dates, or automatic retake requirements to reduce confusion and support planning

Explain rationale clearly: Help learners understand why compliance settings are changing—whether driven by regulatory requirements, organizational policy, or certification body standards

Provide transition guidance: Offer clear instructions on how learners should respond to updated compliance timelines, new automatic assignments, or adjusted recertification schedules

Offer support resources: Make administrators or training coordinators available to answer questions about compliance changes and help learners navigate updated certification requirements

Troubleshooting Tips

Recalculation Not Reflecting Expected Changes

Verify compliance settings are saved: Ensure that compliance configuration changes were saved before attempting recalculation—unsaved settings will not be applied to learner assignments

Confirm appropriate permissions: Verify you have Training Manager permissions with Manage Courses access required to perform compliance recalculation

Check course assignment status: Recalculation only affects active course assignments—verify that learners you expect to be affected actually have assignments in the course

Review "Apply to All Users" setting: If the "Apply Compliance to All Users" checkbox was not selected when updating compliance settings, recalculation may not affect pre-existing learners—update settings with this option enabled before recalculating

Learners Not Receiving Expected Notifications

Verify notification settings: Confirm that Training Module notification settings are properly configured with appropriate reply-to email addresses and notification enablement

Check learner email addresses: Ensure affected learners have valid email addresses in their user profiles that can receive system notifications

Review automatic retake window: If learners are not yet within the automatic retake notification window (days before compliance expiration), they will not receive reassignment notifications until they enter that timeframe

Confirm notification schedules: Automatic notifications may be queued and sent on scheduled intervals rather than immediately—allow time for the notification system to process recalculated assignments

Unexpected Assignment Status Changes

Review compliance duration logic: Verify how the new compliance duration interacts with learners' original completion dates—significant duration reductions may cause completed courses to show as expired

Check automatic retake settings: Automatic reassignments based on compliance expiration can create new assignments that appear alongside completed assignments—this is expected behavior when learners are within the retake window

Understand failure reassignment: If failure reassignment was newly enabled, learners who previously failed may receive new assignments—review individual learner histories to understand status changes

Verify compliance date calculations: Navigate to the Users tab for the course and review individual learners' compliance expiration dates to confirm they align with expected calculations based on completion dates and compliance duration

Need to Reverse Recalculation

Understand recalculation permanence: Compliance recalculation cannot be directly reversed—if incorrect settings were applied, update compliance settings to the correct values and perform recalculation again

Restore from backup consideration: If available and critical, consider whether restoring from a system backup before recalculation is necessary—this is typically only warranted for severe misconfigurations with significant learner impact

Manual correction for individuals: For small numbers of affected learners, consider manually adjusting due dates, extending compliance timelines, or reassigning courses to correct specific issues without additional system-wide recalculation

Document corrections: Maintain clear records of any corrective actions taken after incorrect recalculations to support audit requirements and prevent similar issues in future compliance updates

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