How To: Configure certification renewal – Civica Learning

To configure certification renewal

Log in to your Administration portal, as a Global administrator or an admin with the Certification administrator role.
On the NAVIGATION pane, click Certifications.
On the Results page, click the certification to be configured.

INFO: You can use the Search option to find the certification that you've added.

On the Awarding page, in the RENEWAL panel, specify the required renewal
mode, then click Save. The available options are:
- This certification cannot be renewed. This prevents renewal of the certification on the system (other than by an administrator manually awarding a new certificate). No further configuration is required with this option.
- Renewal of this certification is managed externally to this system. This option permits renewal of a certification, but the award of renewed certificates must be managed by a third party system integrated with the system. No further configuration is required with this option.
- This certification can be renewed by completing a catalogue entry. This option permits renewal of the certification by completing (or passing) a content item on the lms. Further configuration is required to complete this setup.
If you did not chose the option to renew a certification by completing a catalogue entry, skip to step 14, otherwise, choose if users are able to renew a certification after their existing certificate expires.
If you choose to permit renewal expiry after expiry then a learner can complete the renewal activity at any stage after the expiry date and the system will award a new certificate with an expiry date calculated relative to the time at which the user completes the renewal activity.
Select the Learners can renew a certification after it expires checkbox to permit renewal of an expired certification.
Choose if you want to define a renewal period. If you choose to define a renewal window, you can restrict users to only renewing a certification during a fixed period prior to their existing certificate expiring. You can also choose to have the expiry date on new certificates calculated relative to the time when the user completes the renewal activity, or relative to the expiry date of the existing certificate. To define a renewal period, select the Define renewal period checkbox, and choose the appropriate time period (this time period is relative the the existing expiry date, so for example, if a certificate expires 12 months/1 year after award, and the renewal period is 1 month prior to expiration, the renewal window will open 11 month after award).

INFO: If you define a renewal period, an email will be sent to the learner at the start of the period informing them that their certification is ready for renewal.
If you did not chose to define a renewal period, skip to step 10, otherwise, choose if you want to permit users to renew prior to the start of the renewal period. If you permit users to renew prior to the renewal period, the expiry date of the new certificate will always be calculated relative to the time that the user completes the renewal activity. If you do not permit users to renew prior to the renewal period, completion of the renewal activity prior to the period beginning will not award a new certificate. Select the Learners can renew their certification prior to its renewal period checkbox if you want to permit users to renew their certification prior to the period starting.
Choose how you want the expiration date of new certificates to be calculated during the renewal period. The options are:
- Calculate new expiration date from when the certification is renewed. With this option the new expiration date is calculated based on the time that the user completes the renewal activity. For example, if the user has a certificate that lasts for 1 year, originally awarded on 1st March 2018, with an expiry date of 28th February 2019, and the user completes the renewal activity on the 15th February 2019, the new certificate will be awarded on the 15th February 2019, and expire on 14th February 2020 (1 year from the point of renewal).
- Calculate new expiration date from when the current certification expires. With this option the new expiration date is calculated based on the time that the current/expiring certificate was due to expire. For example, if the user has a certificate that lasts for 1 year, originally awarded on 1st March 2018, with an expiry date of 28th February 2019, and the user completes the renewal activity on the 15th February 2019, the new certificate will be awarded on the 15th February 2019, but will expire on 29th February 2020 (1 year from the existing expiry date).
In the RENEWAL panel, click Manage renewing items, then in the Manage renewing items dialog, click Add item to select the item(s) that trigger the renewal of the certification.
In the Catalogue items dialog, select the catalogue item(s) that will renew the certification, and then click Done.
In the Manage awarding items dialog, configure what status the learner must achieve for the selected items.

INFO: For a course, the learner must either Complete or Pass (a pass score must be defined) the item. For other content types the learner must Complete the item. To remove an item, click the associated Bin icon.

INFO: If you have defined a renewal period, at the start of the renewal period the lms will automatically start a new attempt for each of the selected renewal items (with the exception of items already in the not started state). This includes items not configured to use the attempts feature. This ensures that learners are able to retake the renewal activity each time the certification is due for renewal, and each renewal to be correctly tracked in reports. For more information on attempts, see Explained: Attempts and attempt history.
Click Close (or Cancel, if you wish to discard your changes). Note that the RENEWAL panel will display the items you have configured, for example:
On the {certification} | Settings page, click Save.