Edit Assignment Due Dates

When you edit the due dates for Compliance Assignments, there are several factors to consider, including the assignment creation date, and the type of initial training date.

About the creation date

When editing an assignment, the original creation date for the assignment can affect the new due dates assigned to each learner. It's important to note that an assignment creation date does not always mean the date an admin created the assignment. It can also refer to the date the system creates the assignment for each learner. These two dates are not always the same as explained below.

The dates are the same when:

  • The assignment is created for an individual user. The system creates the assignment for the learner when the admin creates the new assignment.

  • A learner is associated with the audience at the time the assignment is created. The system creates the assignment for each learner in the audience when the admin creates the new assignment.

The dates can be different when:

  • A learner is associated with an audience after the assignment is created. If a learner is associated with an audience that already has an assignment, the learner inherits the assignment. The system creates the assignment for the learner on the date the learner is associated with the audience.

  • A learner is associated with a different audience and inherits a duplicate assignment, but the new assignment is more stringent. The learner is reassigned the course and the creation date is updated to the date the learner is associated with the audience.

    Let's say Juan is associated with the Scottsdale Warehouse Employees audience.

    On Jan 1, you assign the course Preventing Back Injuries to the Warehouse Employees audience and the recurring course is due every 720 days (validity period.)

    The system creates the assignment for Juan on Jan 1.

    On Jan 1 you also create an assignment with the same Preventing Back Injuries course for the Warehouse Floor audience, but the validity period for this assignment is every 365 days.

    On Mar 1, Juan gets a new position on the warehouse floor and is moved into the Warehouse Floor audience. The system recognizes that the Preventing Back Injuries assignment from Juan's new audience is more stringent than the original assignment.

    Juan is reassigned the Preventing Back Injuries course with the more stringent assignment and with a new creation date of Mar 1.

Important Note When discussing editing an assignment, the creation date refers to the date the system creates the assignment for the learner.

About the Initial Training due date

If you are editing the Initial Due Date for an assignment, the type of initial due date used can effect each learner's new due date.

Using the X days after receiving the requirement option

When editing the initial training due date for an assignment using this option, the following rules apply:

  • The initial due date will always be calculated based on the original creation date, not the date you are editing the assignment.

    An assignment is created for Emily on Dec 1st with an Initial due date set to 30 days after receiving the assignment.

    Emily's due date is Dec 31st.

    You edit the assignment on Dec 5th and set the initial due date to 15 days after receiving the assignment.

    Emily's new due date is Dec 16th, or 15 days after the assignment's original creation date.

  • The system will allow learners to immediately become overdue with this edit. Therefor, shortening the value can make learners overdue who were not overdue before the edit.

    An assignment is created for Carlton on Jan 1st with an Initial due date set to 90 days after receiving the assignment.

    Carlton 's due date is April 1st.

    You edit the assignment on Mar 1st and set the initial due date to 30 days after receiving the assignment.

    Carlton 's new due date is Feb 31st, or 30 days after the assignment was originally created for Carlton on Jan 1st. Because today (the day you edit the assignment) is Mar 1st, Carlton is immediately overdue for the assignment.

  • If learners get added to the audience after the assignment was originally created, their "created date" used for this calculation is the date they were added to the audience.

    On Jan 1st, you create an assignment for the Warehouse Floor audience and set the initial due date to 30 days after receiving the assignment.

    Tom is currently associated with the audience and receives a due date of Jan 31st.

    Yuri is associated with the audience on Jan 15th and the system creates the assignment for Yuri.

    Yuri's due date is Feb 15th.

    On Feb 1st you edit the assignment and set the initial due date to 60 days after receiving the assignment.

    Tom's new due date is Mar 2nd, or 60 days from Jan 1st.

    Yuri's new due date is April 16th, or 60 days from Feb 15th.

  • If you want the assignment to use the edit date for this calculation instead of the created date, you can delete the assignment and create it again. However, learners who are IN PROGRESS for the original assignment will lose all progress and be forced to start the course over.

Using the calendar date option

When editing the initial training due date for an assignment using this option, the following rules apply:

  • The initial due date is re-evaluated based on the day you edit the assignment, even if the edit is NOT to this field.
  • The system will not allow learners to be automatically overdue, but instead defaults to the same date of the following year. Therefor:
    • If you edit any setting in the assignment AFTER the initial due date, all learners have an initial due date of the same date, the following year, including learners who are overdue.
    • Any learners added to the audience after the original due date, receive a due date for the same date, the following year.

    On Jan 1st, 2021, you create an assignment for an audience with a calendar due date of Mar 31st, 2021.

    Kezia, along with several other learners, are currently associated with the audience and all receive a due date of Mar 31, 2021.

    Kezia does not complete the assignment by the due date.

    On April 1st, 2021, you edit the assignment but you do not change the due date of Mar 31st, 2021.

    The system re-evaluates the due dates for all learners currently in the audience.

    Since you are editing the assignment after the original due date, Kezia, and all other learners who are overdue, are assigned a new due date of Mar 31st, 2022. Additionally, the assignment is removed from their Learning Plans until the next available for training date.

Edit recurring assignment dates

When editing an RCD requirement for an audience, due dates for users are calculated from their previous completion date using the validity period specified by the administrator. If the validity or recurring period is modified, users' next due dates are recalculated accordingly. If the recurring period is increased, making a user’s previous completion valid for the new period, the previous completion will be removed from history and re-linked to the current open requirements. (See Business Rules for more details.)

When editing an RDD requirement for an audience, due dates for users are based on the calendar date specified. Users who have completed the assignment will retain their current completion and associated due date until the next assignment comes due. Based on the number of days specified for the course to be made available for retraining, the completed assignment will be moved to history and a new requirement added to the user’s assignments with the due date specified.

Note: If the recurring period is modified in such a way that the user’s previous completion, if one exists, becomes invalid, the initial training settings apply.