Retake of courses and training plans

Introduction

The Voluntary Retake option allows learners to retake training to repeat the material of a course or training plan, improve their score, and/or update certificates and competencies that are to expire.

This guide provides information about the retake option, how admins can initialize a retake for a course or training plan, and how learners can retake training when the Voluntary Retake option is enabled. 

NOTE   

  • When users retake a course, their progress is reset, and their course status is set to 'Not Started'. This also means that their progress with all learning items of the course is reset and this will be reflected in the course catalog reports.
  • When users retake a training plan, their progress is reset, and their training plan status is set to 'Not Started'. This also means that their progress with the training plan and all courses in it is reset and this will be reflected in the course catalog reports.

Users can review the content of courses and training plans they are enrolled in at any time, even if the retake option is not enabled.

 

Retake initialized by the admin

A course or course catalog administrator can initialize the retake of a course or training plan for a specific learner in two ways:

  • Via the LMS365 Admin Center > Users > select the relevant learner > View Learner’s Progress > select the relevant course or training plan > select the Force Retake icon.

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  • Via the LMS365 Admin Center > Training Management > select the relevant course or training plan > Course/Training Plan Progress > select the relevant learner > select the Force Retake icon.

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When a course or course catalog administrator initializes the retake of an instructor-led course that has the single- or multiple-sessions enrollment type, the learner will receive an email notification with a request to select course session(s). 

 

NOTE   

A course or course catalog administrator can initialize the retake of a specific course for a learner within a training plan. The process differs, depending on the progress dashboard you are using:

  • Select the expand icon near the learner's name on the training plan progress dashboard, select the course that must be retaken, and select the Force Retake icon.
  • Select the training plan title on the learner's dashboard, select the course that must be retaken, and select the Retake icon.

 

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A confirmation message will notify you that the learner's progress will be reset and that the learner's previous completion will remain in the learner's training records. The status of the course, training plan, or courses in the training plan will be changed to Not Started for the selected learner.

To proceed, select Retake. To cancel the action, select Cancel.

 

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NOTE   

If a learner has previously completed a course, training plan, or the courses within a training plan but is now retaking it, their previous completion records will still be available in their Transcript in the reports on the Progress dashboard.

 

Previously completed course

The previous completion records can be tracked on the Progress dashboard, in the additional column that has no heading and is located between the Status and CEUs columns. This column contains a grey tick icon. Hover over the icon to see the last completion date of the course. 

If the course has been completed several times, only the last completion date is shown.

For more information, navigate to this article.

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Previously completed training plan

On the Progress dashboard, the grey tick icon is located near each course of the training plan (not the training plan title) and only for the courses that have been previously completed and retaken. Select the expand icon near the learner's name/training plan title to see the details of each course of the training plan. Hover over the icon of individual courses to see the last completion date.

If an individual course was retaken and completed several times, only the last completion date is stated.

To track the last completion date of the whole training plan, if it was previously completed before the retake, download the training plan progress Excel report and refer to the Previously Completed column.

An example of the training plan progress can be seen on the image below:

The training plan is completed. However, there are courses in it that were completed and retaken by this learner. These courses have the grey tick icon that you can hover over for more details. The course that was completed and wasn't retaken, doesn't have the grey tick icon. 

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Retake initialized by the learner

If the Voluntary Retake option is enabled by the course administrator and the training is completed, the learner can initialize a retake for a course or training plan:

From My Training Dashboard

To retake a course, the learner selects the Retake Course icon on the course card.

 

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In the confirmation message, confirm the action by selecting OK. To cancel the retake, select Cancel.

 

When the retake is confirmed, the course will be displayed with the Not Started status. To retake the course, the learner should navigate to the course home page.

 

To retake a training plan, the learner selects the Retake Training Plan icon on the training plan card.

 

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In the confirmation message, confirm the action by selecting Retake. To cancel the retake, select Cancel.

 

From the course/training plan home page

  • To retake the training plan, the learner should select Retake training plan.

 

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A confirmation message will notify the learner that the training plan progress, including the progress of all the courses in it, will be reset, and their status will be changed to Not Started. This action can't be undone.

If the learner has completed the training plan (or the courses within it) before, their previous records will still be available in their Transcript

 

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After confirming they want to retake the training plan, the learner's progress will be reset.

 

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Until the retake is completed, both the previous completion (Completed status) and the retake (Not Started or In Progress status) will be stated in the Transcript section of My Training Dashboard.

 

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  • For an instructor-led training course that has the Enroll user into a single course session enrollment type, the retake process will differ depending on the number of active sessions:

On the course home page, under Information, learners should select a session to enroll in the course. The Retake course button becomes active after a session has been selected.

 

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NOTE   

The Retake course button will be displayed only if the course has active sessions.

 

A confirmation message will notify the learner that their training progress will be reset, and their status will be changed to Not Started for the course in question, but that if they have previously completed the training, their previous records will still be available in their Transcript.

The learner should select Retake to proceed. To cancel the retake, select Cancel.

 

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After confirmation, the learner's course progress will be reset.

NOTE   

The learner won't be able to retake the course if the selected session has No places available.

On selecting Retake, the confirmation dialog will contain the warning No places available. The learner should select Cancel and clear the checkbox of the session that has no places available, then select a session that has available places.

 

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  • For an instructor-lead course that has the Enroll user into multiple course sessions enrollment type, learners will have to select session(s) to enroll in the course. The Retake course button becomes active after session(s) selection.

 

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A confirmation message will notify the learner that their training progress will be reset, and their status will be changed to Not Started for the course in question, but that if they have previously completed the training, their previous records will still be available in their Transcript.

The learner should select Retake to proceed. To cancel the retake, select Cancel.

 

NOTE   

The learner won't be able to retake the course if one or more of the selected sessions has No places available.

On selecting Retake course, the confirmation dialog will contain the warning No places available. The learner should select Cancel and clear the checkbox of the session(s) with no places available, then select sessions with available places.

 

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  • To retake an e-Learning and instructor-led course that has the all-sessions enrollment type, learners should select Retake course in the Information section on the course home page.

 

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A confirmation message will notify the learner that their training progress will be reset, and their status will be changed to Not Started for the course in question, but that if they have previously completed the training, their previous records will still be available in their Transcript.

The learner should select Retake to proceed. To cancel the retake, select Cancel.

 

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After confirmation, the learner's course progress will be reset.

 

Notification flows after a retake

After a retake is initiated, in particular cases, learners will receive email notifications related to the retake flow. Below, you can find a description of these notification flows.

 

E-learning courses

 

Enrollment flow type Retake is initialized by the learner Retake is initialized by the course administrator
With Automatic Approval. No email notifications are sent. No email notifications are sent.
With Line Manager/ Administrator Approval. First, a Course Enrollment Cancellation notification is sent to the learner. After this, the learner will receive a Pending Approval Confirmation notification. First, a Course Enrollment Cancellation notification is sent to the learner. After this, the learner will receive a Pending Approval Confirmation notification.

 

Please find more details about the notifications specific for e-Learning courses in this article.

 

Instructor-Led Training courses

For courses with the Enroll user into a single- and multiple- course session enrollment type:

 

Enrollment flow type Retake is initialized by the learner Retake is initialized by the course administrator
With Automatic Approval. No email notifications are sent. A Course Session Selection Request notification is sent to the learner.
With Line Manager/ Administrator Approval.

First, an Instructor-Led Training Enrollment Cancellation notification is sent to the learner.

After approval, the learner receives a Session Enrollment Approval Request notification. 

First, an Instructor-Led Training Enrollment Cancellation notification is sent to the learner. After approval, the learner receives a Session Enrollment Approval Request notification.

An Instructor-Led Training Scheduled – Appointment Invite notification is received by the learner within 10 minutes after the course admin forces a retake.

 

For courses with the Enroll user into all course sessions enrollment type:

 

Enrollment flow type Retake is initialized by learner Retake is initialized by course admin
With Automatic Approval. An Instructor-Led Training Scheduled – Appointment Invite notification is sent to the learner. An Instructor-Led Training Scheduled – Appointment Invite notification is sent to the learner.
With Line Manager/ Administrator Approval First, an Instructor-Led Training Enrollment Cancellation notification is sent to the learner. After this, the learner receives a Session Enrollment Approval Request notification.

First, an Instructor-Led Training Enrollment Cancellation notification is sent to the learner. After this, the learner will receive a Session Enrollment Approval Request notification. An Instructor-Led Training Scheduled – Appointment Invite notification is received by the learner within 10 minutes after the course admin forces a retake.

 

Please find more details about the notifications specific for Instructor-Led Training courses in this article.

 

Training plans

 

Enrollment flow type Retake is initialized by learner Retake is initialized by course admin
With Automatic Approval. Depending on the courses included in the training plan: Depending on the courses included in the training plan:
With Line Manager/ Administrator Approval. First, a Training Plan Enrollment Cancellation notification is sent to the learner. After this, a Training Plan Pending Approval Confirmation notification is sent. First, a Training Plan Enrollment Cancellation notification is sent to the learner. After this, a Training Plan Enrollment Confirmation notification is sent.

 

Please find more details about the notifications specific for training plans in this article.

 

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