Certifications — Managing Certifications

TraCorp LMS Quick Reference Guide (QRG)

Audience: Main Admin, Sub Admin, User Group Admin

Overview

This QRG explains important behaviors that occur when certifications are assigned to users who have already completed some or all of the content included in that certification.

Enabled Permissions Required to Complete the Following Steps

• Certifications (User Group Admin, Sub Admin)

Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.

Reset a Certification

The Reset Certifications tool is used to address situations where a certification needs to be re-evaluated or updated.

1. From Admin Navigation, click Admin Tools.
2. Click Reset Certifications.
3. Select the appropriate certification reset option:

• • Option 1: A certification that is currently completed and has not expired needs to be reset so that a student can re-certify. This sets the certification to an “in progress” status behind the scenes. The certification will continue to display as “completed” to both the student and the admin until the student completes all of the content in the certification again. At that point, the LMS will record a new certification completion. Use this option when a user needs to re-certify and a new completion record is needed to take effect. This is also the correct first step before re-importing certification records for a user whose certification is currently completed.
  • Option 2: A certification has expired and a student needs a completion date before the expiration. Use this option when a certification is already completed and the completion date needs to be set to an earlier date than the one currently recorded. This is typically used to correct backdated records.

4. Select the desired certification to reset in the drop-down menu.
5. A list of users with records related to this certification will display. S
   6. If the user does not show up on the first page of the list, complete the steps below:

• • Select a filter in the Filter users where drop-down menu.
  • Select a filter in the next drop-down menu, which includes starts with, contains, and ends with.
  • Enter the user information in the next field.
  • Click Go.

7. Click Reset.

Note: After using Option 1, the certification completion will not update automatically based on existing content records. The LMS will check for a new certification completion the next time a content record for the certification transitions from Incomplete to Complete. To trigger this without requiring the student to re-launch content, re-import the content completion record after using the reset tool.

Update Completions

If a student is showing Incomplete for a certification that should have a current completion, update completions.

1. From Admin Navigation, click Certifications.
2. Double-click the desired certification to open the Edit Certification window.
3. Scroll to the bottom of the Certification Information window.
4. Click update current completions.

Import Certification Records

When importing certification completion records, keep the following requirements in mind to ensure records are processed correctly:

• Expiration dates are set by the LMS, not the import. The LMS calculates and sets expiration dates based on its own certification settings. If an imported completion date would place the certification in an expired state, the LMS will expire the certification during its next nightly processing cycle and apply the expiration date at that time. Importing a past completion date does not retroactively set a historical expiration date.
• Importing records for currently completed certifications. If a user’s certification is currently showing as completed, the LMS will not update it with a new imported record. To allow a new completion to take effect, either wait for the existing certification to expire, or use the Reset Certifications tool to reset the certification for users before re-importing.
• Historical records require a custom import. If historical certification records (completions and expirations in the past) need to be imported, this requires a custom import job. Contact support to request assistance. Standard imports do not support back-dated expiration records.

Best Practices

Note: Certification expiration processing runs nightly. Changes made today (such as importing completion records or assigning certifications) will not be fully reflected in certification statuses until the following day.

If a large group of users need content marked complete in bulk (for example, to support a transition from old content to new), contact support. A script can typically be prepared within two–three business days to process the updates for the specified user groups.

For step-by-step instructions on creating a certification, see Knowledgebase article: Certifications — Create a Certification.