I Made Changes to my course. Why Don't All Learners See It?
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Overview
Administrators may update a stage by adding new modules, changing requirements, or modifying course content and expect those changes to apply to all learners immediately. However, learners who have already been prompted to take the next (or same) stage in the process may not see the change.
The system does not automatically replace or rebuild existing member stages when a stage is modified during this period.
Why This Happens
When a learner enrolls in a course, the system creates a personal copy of the stage, known as a member stage. The learner's progress, completion history, and expiration information are associated with that member stage.
If a stage is updated after:
- A learner has already been moved into the next stage
- A learner has already received expiration notifications
- A learner already has an active member stage
the newly added requirements may not appear in that learner's existing enrollment. Instead, the updates will typically apply only to learners who receive a new instance of the stage after the change is made.
Example
An administrator adds a Refresher stage to a course that previously contained only one stage.
At the time the change is made:
- Some learners have not yet been prompted to retake the course.
- Other learners have already been prompted to retake the course and received a new instance of the original Basic Course stage.
Learners who are prompted to retake the course after the Refresher stage is added may receive the new stage. In the following example, the learner received Stage 2: Refresher.
Learners who were already prompted to retake the course before the new stage was added will see the following asking them to retake the first stage, if there was only one stage in the course. Because the learner's second stage was created before the course configuration changed, the newly added Refresher stage is not automatically added.
The above image is what the learner should see when the stage is created prior to their course entering the Refresher cycle.
Recommended Practice
Whenever possible, make stage configuration changes before learners enter a new stage or begin the refresher cycle.
If a significant change must be applied to learners who have already been prompted to complete a refresher stage, contact CITI Program Support and request that the refresher stage be added to the enrollment questions. This allows affected learners to select the updated refresher stage during enrollment.
When learners answer the enrollment questions and select the refresher stage, they will receive a stage conflict message indicating that previous coursework places them in a different stage. In this situation, learners should select the refresher stage that contains the updated requirements and submit their enrollment.
After submitting their enrollment, the updated refresher stage will appear in Courses Ready to Begin, allowing learners to complete the new requirements.
Frequently Asked Questions
I added a module to a stage, but some learners do not see it. Why?
Those learners may already have an existing member stage created before the change was made. Their stage configuration may not be updated automatically.
Will all future learners receive the updated stage?
Yes. Learners who receive a new instance of the stage after the update is made will generally receive the updated requirements.
Can I force the new stage requirements onto learners already in the retake cycle?
Yes, but this must be done on an individual learner basis. Administrators can manually place learners into the updated stage by following the steps outlined in Add a Course for a Learner.
If a large number of learners are affected, contact CITI Program Support to discuss available options. Depending on the requested changes and the number of learners impacted, a fee may be required.
Need additional help?
Call 888-529-5929 during business hours or submit a request through our Support page with detailed information. Our team will follow up during business hours.