Recurrent / Repeat Training

Recurrent Training relates exclusive to training courses that EXPIRE and must be repeated or re-done for an employee to remain 'current' or 'valid' for their job.

For recurrent training, you’ll need to either assign a new module or re-assign the same one to the student.

Think of it like a paper workbook: when a student takes a course, they fill out the pages. The next year, when they retake the course, you don’t give them their old workbook — you hand them a new one.

It’s the same idea online: for each new training cycle, the student should get a fresh copy of the module — whether it’s an updated version (recommended) or the same module re-assigned.

Recurrent Training Example

Let’s say a module expires in one year. You need to assign new training within a certain time period, and the student must complete it within a certain time to remain “current” or for their training to remain valid.

Example:

• You assign John the module “Winter Operations” on March 1, 2021.
• John starts it on March 5 and completes it on March 15, 2021.
• This module now expires on March 15, 2022.

Regulatory Requirements (Transport Canada CARs simplified):

1. Earliest assignment: Recurrent training can be done up to 60 days before the old training expires, which in this case is January 15, 2022.
2. Completion deadline: The recurrent training must be completed by the end of the calendar month in which the old training expires, so the new module is due by March 31, 2022.

Back to the example:

• You assign John the new Winter Operations module sometime after January 15, 2022 (probably closer to March 1, 2022).
• The due date for the new module is March 31, 2022.
• The old module still expires on March 15, 2022, but John’s training is considered valid as long as he completes the new module by March 31, 2022.

This period between March 15 and March 31 is effectively a grace period, where the old training has expired but the new training still keeps the student current.

• If John does not complete the new module by March 31, his Winter Operations training expires on March 15.

Optional Setting – Retain Same Expiry Date:

• When used, the module expiry date can remain the same each year, as long as the recurrent training is completed within the allowable time (the validity period).
• In our example, if John completes the new Winter Operations module anytime between January 15 and March 31, 2022, the new module can expire on March 15, 2023, keeping a consistent annual schedule.

Manual Recurrent Training Assignment

To Re-Assign a module so a student completes it for a second or more time, and keep the previous record of doing that module, use the RE-ASSIGN button.

In Registrar role, or Manager role if assigning training is enabled for Manager in your system:

1. Click Users tab
2. Under the Student page list, find the Student you want to re-assign the training to
3. Then click the View Training button.
4. Click the blue ‘Manage Training’ button.
5. A new page opens up. There are two main tabs: Assigned and Available. Click on the ‘Assigned’ tab
6. Find the module(s) you want to re-assign, and click the Re-Assign button (at left) for the module(s), then click the ‘Next’ button at the bottom
7. Carry on with the steps of setting up Due Date and such for the module(s)

Auto Recurrent Training Assignment

You can have the system automatically assign training modules when the previously completed ones are about to expire, thus enabling recurrent online training automatically.

In Registrar role (or Manager role if the Actions menu is enabled for Manager in Registrar/Settings):

1. Click on Content tab on the left left

2. Click Modules tab

3. Find the Module you want to set up and click on its calendar icon to open ‘Module Schedule'.

Set up Expiry Date to Enable Auto Recurrent Feature

Automated Recurrent training settings are only applicable to modules which have an expiry date (commonly 1 or 2 years).

1. Set up the Expiry date for the first module.
2. Turn ON ‘Expiring Module’, then set the expiry time period. This is measured from the moment the student successfully completes and submits the module. For example, you can set it to expire in 1 year (there are other options too, like the first day of the month following, etc.), so if the student starts the module on Feb 10 2015 and finishes it on Feb 25 2015, then it will expire on Feb 25, 2016.

Using the Auto Recurrent Feature

Now you can turn on the Auto Recurrent feature and set it up in these steps:

1. Select which module to assign for the recurrent training (from list of published modules) or you can choose to assign the same module again* (please read the warning notice about this*)

2. Set when the recurrent module is to be assigned. This is based from the expiry date of the current module. Example: The current module expires February 25, 2016, so here you would set the Recurrent module to be assigned 60 days before the current module expires.

3. Set the Due Date for the new module. To make sure the employee stays current with their training, you would obviously want them to complete the New recurrent module before the current one expires. However, sometimes there is a grace period you can take into account. Typically, the Due Date is set about 2 weeks prior to the current module’s expiry.

4. Set up the Email Notification of when the Recurrent module is assigned to the student.

5. Click the ‘Save’ button at bottom.

Unselected options: We have recently implemented a notation in the set up process to indicate if the Auto-Recurrent settings have unselected options. Please make sure you have selected all the required options, then proceed to click "Save" for the AR settings to work as expected.