Retraining Schedule (SCORM)

Note: If you are planning to update your retraining cadence by decreasing the duration (Ex: 1 year to 6 months), please reach out to our Support team. If you are increasing your retraining cadence, there is no need to reach out to Support.

Learners using SCORM dispatch can only have 1 progress record per course per training cycle. The purpose of this, is to ensure that when the learner completes a course, they are bringing in a completion record upon completion. If the learner has not completed the course they've been assigned in a training cycle and they are reassigned the course, the learner will pick up from where they left off (or it will be shown as complete if they finished it) and not from the beginning. This will occur regardless of when the assignment was made in your LMS/HRIS.

Based on the training cycle that has been associated with the SCORM package, the purpose is for the course to reset in cadence with that cycle. This means, that when the learner is reassigned the course again, that the learner is able to retake the course and bring in their next completion record. When the training cycle changes, the previous year’s progress record is still stored, but moved to a historical record. The next time a learner launches the course, (whether or not the training cycle has been updated or stays the same) they will begin from the start.

There are 3 options of SCORM training cycles that you can set per course package that fit the needs of your training plans. Below are each of the options and the sample training plan scenarios that work best.

Note: If changes are made to the retraining schedule, that change is only going to be made for any new users that have not taken the course yet. If a change is made, any user that is “ In Progress” will still be attached to whatever the duration was before the change was made.

Ex) If a user is in Progress and initially had the retraining schedule as "Every 1 year" and then a change is made to be "Every January", that user will still be under the Every 1 year cadence.

If there are no users in progress, and changes are made to the retraining schedule, that change will take affect for any users that begin taking the course after the change is made.

1. Archive annually on a specific calendar date
Best used for courses that need to be taken annually by learners, whether for compliance purposes or prevention focused refreshers. This allows administrators to have a consistent training timeline. For example, if your organization assigns a diversity course every year in October, the SCORM training cycle should refresh annually on September 1.

2. Archive [X] days after a course is completed or [X] days after a course is launched and incomplete

Whichever date comes first is when the learning record will be archived. If the learner completes the training within the allotted amount of time, this option will give the learner X number of days to review the course content before it's reset. If the learner does not complete the course within the allotted timeline given by the administrator, they will have extra time to complete it before the package resets in preparation for the next assigned training. Best used for training plans that require learners complete courses more than once. This option offers more flexibility with accommodating training plans within a year.

3. Archive 1 year or 2 years after the learner first launches the course
Best used for new hires or incoming students that come in on a rolling basis and need to take introductory courses as part of onboarding or orientation. This allows learners to have up to 1 year to complete the course regardless of when they started or matriculated. This is recommended for courses that learners only need to take once.

These training cycles are created based on best practice and usage data from EVERFI customers. If you have learners who need to take a course again within the same training cycle, please contact support.

Re-Assigning Examples

To better explain how this retraining cycle works, below are some common scenarios and what the learner experiences.

Method 1 – Archive annually on a specific calendar date

Assignment #1 for a diversity course begins on July 1, 2024. Jump forward a year and Assignment #2 for the same course begins on June 15, 2025.

Learner Andy launches, begins, and completes Assignment #1 on July 30, 2024 while learner April launches and begins Assignment #1 on September 15, 2024, but does not complete it.

When Andy and April receive Assignment #2, they will both be able to launch and begin Assignment #2 from the beginning. This is because all training progress is archived annually on June 1.

Method 2 – Archive [X] days after a course is completed or [X] days after a course is launched and incomplete

An assignment is made for a diversity course to begin on March 1, 2024. The retraining is set to Archive 30 days after it is completed and 180 days after it is launched and incomplete.

Donna begins the assignment on March 15, 2024 and completes it on March 20, 2024. Since she completed the course, Donna’s activity record will be archived 30 days later on April 20, 2025 allowing her to start the course again from the beginning if assigned again.

Tom also begins the assignment on March 15, 2025, but does not finish the course. In this case, his activity record will archive 180 days later on September 15, 2025. This means Tom can log into his company’s LMS to continue where he left off in that course until September 14, 2025. If he attempts to open the course on September 15, 2025 or later, Tom will no longer be able to access and make progress on this course content unless he is reassigned the course content. He will then be able to make progress on the course and will have had to start from the beginning again.

Method 3 – Archive 1 year or 2 years after the learner first launches the course

Assignment #1 for a diversity course is sent to all new employees in the month when they are hired. An administrator creates Assignment #2 for this same course to be completed annually.

New hire Leslie begin Assignment #1 on October 1, 2024 when she launches, begins, and completes this assignment on that day. To complete her annual training, Leslie will have access to Assignment #2 a year after she initially started Assignment #1, which is October 1, 2025.

New hire Ron starts the same day, but does not launch and begin the assignment until November 15, 2024 and does not complete it. For him, he will not be able to start Assignment #2 from the beginning until November 15, 2025. If Ron logs in before then, he will be taken to the Assignment #1 progress point where he left off.