Concept: Expiry Periods for Learning Content
Workday enables you to set an expiry period for courses and programs. For compliance or local regulations, you might need learners to re-enroll in content after a certain amount of time, which you can determine with an expiry period. Expiry periods enable you to manage retraining needs across your organization, based on required learning that originates from:
- Learning campaigns.
- Learning administrator mass enrollment.
- Manager enrollment.
Overdue
status label on learning content that learners don't complete prior to the expiration date set on the content. You can also remind learners to complete required content or require workers to retake content for multiple reasons, ensuring they receive regular and updated training.External learning content can’t be the subject of retraining or expiration rules. You can, however, use Cloud Connect for Learning (CCL) content in learning programs for retraining. Retraining with CCL content is only valid if the content provider supports sending new statements for previously completed content. If the provider doesn't support this, you must select the
Recognize Previous Completions
check box for the course to ensure Workday receives new completions and mandatory programs can complete.Expiration Date and Expiration Duration
When specifying an expiry period for a course or program, you can select either a:
- Date: The expiration date automatically displays on the learner history after the learner completes their learning content .
- Duration: The expiration duration automatically calculates an expiration date relative to the date that the learner completes their learning content .
- Recurrence Frequency: The expiration recurrence frequency calculates the next expiration date based on the current expiration date and your preferred recurrence frequency. Example: The current expiration date is January 15. You configure the expiry period to recur every 6 months. The next expiration date is July 15.
The expiration date, duration, or recurrence frequency displays on the
Administrative
tab when you're viewing the content and on the Learning
report on the Career
profile group.You can mass reset expiration dates on learning records that have a future expiration date using the
Reset Expiration Date on Learning Records
task.To reset expiry periods on completed enrollments to zero, select the check box for 1 or more learning records and clear the
Expiry Period
value. Workday removes the expiry periods from the selected learning records.Workday automatically runs a daily background job to recalculate expiration dates on learning records based on your
Expiry Period
settings. This update doesn't apply to expiration dates you reset manually using the:
- Reset Expiration Date on Learning Recordstask.
- Put Learning Enrollmentweb service operation.
When loading enrollments using the
Put Learning Enrollment
web service operation, the Manual Expiration Override
flag indicates whether to:
- Allow the job to override the expiration date. Set the flag to N (false).
- Prevent overrides. Set the flag to Y (true).
When the expiration date is in the past, the background job sets the expiration date to today's date.
Retrain Window
You can configure a retrain window to specify a time period to display retraining content on the Required For You slider, ensuring that learners complete retraining within the defined window.
Workday displays content on the Required For You slider and opens the retrain window on the earliest of these dates:
- Start of retrain window (if configured on the content).
- Course reminder date (if configured).
- Content expiry date.
For content with a Recurrence Frequency expiry period, learners must complete their retraining assignment within the retrain window to view the next expiration date. Once the current expiration date on the course has passed, the current and next expiration dates update in line with the recurrence frequency set on the content.
The Retrain Window recognizes a successful completion for initial assignments and retraining assignments if a learner completes the content when the Retrain Window is open:
- Learners who complete content for the first time inside the Retrain Window receive the next expiration date for their retraining assignment if they successfully complete the content.
- Learners who complete content for the first time outside the Retrain Window receive the current expiration date on their retraining assignment if they successfully complete the content.
Expiration Date Reminders and Statuses
When you view a course or program that has an expiry period, you can configure reminders that automatically notify learners about the expiration date of their completed enrollment. You can configure Workday to send reminders on the expiration date or on a date relative to the expiration period. Workday doesn't send a reminder if the course or program has already expired.
Workday sends reminders based on the expiration date when a learner completes a course rather than a required designation or assignment. In enrollment-only cases, Workday uses the expiration date to initiate the reminder process even if the learner is not formally assigned the content.
For courses and programs with configured reminders, we display the required learning content on the
Required for You
worklet when the first reminder triggers, with a status of Due
and their due date on their content thumbnail images. If learners don't complete the content by the due date, we display an Overdue
status, to indicate that that the learning content is still available but they need to update their completion.If there are no reminders, we display the
Overdue
status directly.Advanced Learning Expiration Rules
When you're creating or editing a learning course or program, you can create learner groups and define expiry period rules that apply to different learner groups. Example: In an organization, office staff is required to take a manual handling course every 2 years but engineers are required to take the course annually. You can set up a learner group for office staff and a learner group for engineers to specify different learning expiration rules.
If a learner doesn't meet the rule conditions of the learner group, the default expiry period of the content applies to their enrollment. If a learner meets multiple rule conditions, the first advanced learning expiration rule in the table will apply to their enrollment.