By default, learners can take a course or learning path as often as necessary. The Learning solution keeps track of the amount of time spent on each course or learning path, and if it is completed.
Administrators, training managers, or managers with the Assign Training permission can require specific students to retake courses or learning paths. Once a learner is reassigned, you can track each completion attempt separately.
You can reassign a course or learning path from My Team Dashboard or the Reassign Training page. Please see the Reassign Training from the My Team Dashboard article for more information.
Navigation: UKG Learning > Team Workspace > Self-Paced Training > Reassign Training
- Choose the Courses or Learning Paths tab.
- Select the course or learning path by name.
You can reassign training By Person or By Criteria.
By Person
- Select the By person button.
- Locate the learners to be reassigned, using the search field and filters if needed.
- Use the + icon to select the learners. The learner will move to the Selected Users column. If you add a learner in error, remove them with the - button.
- (Optional) Set a due date in days.
- (Optional) Add a message to the selected learner(s).
- (Optional) Upload an attachment to be sent with the reassignment.
- Select Reassign.
By Criteria
The Advanced Retake function allows you to select learners based on their job and location. You can create a one-time assignment or create an auto-reassignment rule that automatically reassigns the course or learning path to all current and future learners that meet the criteria you set.
One-Time Assignment
- Select the By criteria button.
- Select the training you want to reassign and select it by name. Use the search field and filters if needed.
- Select a Job.
- Select the Above Units.
- Select the Units
- (Optional) Use the Choose Additional Fields dropdown to use any custom fields you may have for your academy.
- (Optional) Select the checkbox to include learners who have not completed the course or learning path in the reassignment.
- (Optional) Check the Automated reassignment rule box. Creating an automated reassignment rule automatically reassigns the course or learning path to the selected learners at intervals you can choose. See the section in this article on automated reassignment rules for more instructions.
- (Optional) Set a due date in days.
- (Optional) Add a message to the selected learners.
- (Optional) Upload an attachment to be sent with the reassignment.
- Select Reassign Now.
Automated Reassignment Rules
Selecting the Automated Reassignment Rule checkbox creates a rule that will automatically reassign the selected course or curriculum to the learners you chose in the previous steps. There are three options for creating an automated assignment rule that appear when you check the box.
- Reassign every X months after
- Enrollment date, or
- Every completion
- Reassign every X year on [date].
- Reassign to users that were deactivated more than X months.
If this option is selected, the training will be reassigned to users who have been deactivated for more than the chosen amount of months and are then reactivated.
Note:
If using this option you will have two choices when completing the process.- Select the Reassign Now checkbox to apply this rule and reassign the training to users deactivated in the past who meet the selected criteria. Use Set Rule to complete the process.
- If the Reassign Now checkbox is unselected, using Set Rule will only apply this rule to users who are deactivated in the future and meet the criteria.
Note:
Reassignments do not happen immediately.
When creating an automated assignment rule, check the box to Exclude users that completed the course from the reassignment rule. There are two options:
- Exclude users who completed the course after a date, or
- Exclude users who completed the course within the past X days.
These options allow for the following:
- Reassign the course only to users who have already completed it:
- Include users who have not completed the course: Unchecked
- Exclude users who completed the course: Unchecked
- Reassign the course to all enrolled users:
- Include users who have not completed the course: Checked
- Exclude users who completed the course: Unchecked
- Reassign the course only to users who have not completed it yet:
- Include users who have not completed the course: Checked
- Exclude users who completed the course: Checked
Finally, you can set a date when the rule should expire. Leave this field blank for no expiration date.
Once the rule is set up, the Employees to Retake field will show the number of users reassigned the training. The calculated numbers only refer to the Reassign Now functionality. If the chosen date is a past or a future one, the system will display 0 users to retake, as it cannot calculate how many users would match the criteria at that time. If you choose the current day, the system calculates how many users match the criteria at the current time. The user who created the reassignment rule is not affected by that rule.
Note:
- If you create a re-assignment rule and set a specific due date (for example, 10 days), this due date will be applied to every new re-assignment.
- Learning paths will only reassign if they have at least one course that has the Course progress remains unaffected when users are reassigned the learning path box unchecked in the course settings. If every course in the learning path has this box checked, the learning path will not be reassigned.
Select Reassign Now and Set Rule when you are finished. Please note that if you reassign users who were deactivated more than X months, your options will be slightly different. Please see above for an explanation of the options.
Reassign Using a Template
Administrators and training managers can use the Oblige to Retake template to reassign courses. The template is available on the Reassign Training page.
- Select the Download Template icon.
Note:
The column headers of the template are case-sensitive. - In the template, set a unique identifier for each learner. For example, you can use an employee ID, email address, or external ID. Whatever you use, make sure the identifier is unique for each learner.
- Add a course or learning path ID for each training you need to reassign. The course or learning path ID can be found in a course or learning path report from the report builder, in the reports available to download on the Reassign Training page (see the Training Reports section in this article), or in the course or learning path's URL.
- (Optional) Set a due date. Due dates should only be future dates.
- Save your template.
- Select the Upload Template icon on the Reassign Training page.
Training Reports
On the Reassign Training page, you can download reports for your courses and learning paths.
Under either the Courses or Learning Paths tab, select the Excel icon. A pop-up window appears, with one or two reports available for download, depending on your role in the academy.
- Download a list of your academy's courses or learning paths
This report is only available for admins and training managers. It provides a list of all your courses or curricula (based on the tab you have selected) and their IDs. - Download a list of your academy's course or learning path assignment rules.
This report provides a list of all the course and curriculum automated rules and the organizational structure they use.