Retired Module Still Enrollable Through an Old Link
Northgate College needs 38 varsity coaches to complete a Recruiting Rules for Coaches learning path before a 10-day deadline. The catalog shows two versions of the anchor module: Recruiting Rules v3, retired effective July 1, and Recruiting Rules v4, current. A bookmarked direct link still enrolls learners in v3. Eleven coaches used that link: six completed v3, five are in progress. The path also enforces Rules Fundamentals as a prerequisite. Fourteen coaches have never completed it; nine completed it more than 24 months ago, and the path configuration treats prerequisites as valid for 24 months. The administrator can bulk-assign by group but cannot edit the retired module. One coach has two accounts because of a name change. The compliance office wants no duplicate completion records and a defensible roster for the audit.
1. How should the retired v3 enrollments be handled, and can the six completions count?
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The retired v3 completions cannot be accepted automatically. First check the effective dates and the content owner's crosswalk: if v3 and v4 are substantively equivalent and the completion occurred before the retirement date, a credit or equivalency note may be defensible. Here the direct link enrolled people after retirement, so the six v3 completions are suspect and the five in-progress records are worse. Do not delete them. Freeze the records, export user ID, module version, enrollment date, completion date, and score. Reassign the 11 to v4, but ask the content owner whether a completed v3 assessment can satisfy part of v4; if not, require v4. For the five in progress, unenroll from v3 and enroll in v4 so the progress bar cannot be mistaken for current progress. For the six completions, create an exception list and get a written determination from compliance. The audit defense is the version history plus the decision memo, not a clean-looking dashboard.
2. Design the assignment plan for all 38 coaches, including the prerequisite problem and the duplicate account.
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Build the assignment in two groups. Group A: 15 coaches with a valid prerequisite within 24 months can receive the v4 path immediately. Group B: 14 with no prerequisite plus 9 with expired prerequisites need Rules Fundamentals assigned first, with an earlier due date, and the path prerequisite must be allowed to gate v4. Use bulk assignment by employee ID, not name, because one coach has two accounts. Merge or disable the duplicate account before assignment; otherwise the coach may complete under one identity and appear outstanding under the other. Send one official link and a short completion checklist. Set a 48-hour checkpoint: who has not started, who has a prerequisite issue, who has duplicate enrollment. Do not let coaches self-select v3 from an old bookmark; if possible, ask support to disable the direct link or post a correction. Keep the path due date fixed; use the prerequisite due date to create runway.
3. What should the final reconciliation report contain so the compliance office can defend it?
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Reconcile by user ID and module version. The report should show one row per learner per required module, with enrollment date, completion date, score, and version. Deduplicate the coach with two accounts only after confirming which identity holds the valid completion; preserve both IDs in the audit note. Count a completion for the current cycle only if it is in v4 or an approved equivalent. Produce three lists: compliant, remediated, and exception. The exception memo should explain the retired-link cause, the number affected, the reassignment date, and the approver. Do not overwrite the v3 record to make the dashboard look clean; archive it. Schedule a final export after the deadline and store it read-only.