Certifications Use cases

This feature is part of Moodle Workplace™, which is available through Moodle Certified Partners and Service Providers only.

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Use Case 1: One-off certification, user on time

Use case: Users have to be certified once, that is without re-certification, and certification expires after a specified period.

Example: Craftsmen who have to undertake a Health & Safety program, before access is granted to a building site.

The following scenario is visualised in the diagram:

• The user is assigned to the certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
• The user completes the program on 12 Feb 2023 (on time)
• The certification expires 12 months after completion (here, 11 Feb 2024)

Use Case 2: One-off certification, user running late

Same as above, but the user is running late, that is, some or all of the Health & Safety program is not (yet) completed.

The following scenario is visualised in the diagram:

• The user is assigned to the certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks (due date is 15 Feb 2023)
• The user completes the program on 20 Feb 2023 (late by 5 days). During this period, the certification status is Overdue.
• The certification expires 12 months after completion (here, 19 Feb 2024)

Use Case 3: Annual recertification (same content)

Use case: Users have to be certified in regular intervals. The content of the initial certification and the re-certification is the same. The certification expires after a specified period.

Example: All IT staff must undergo the full annual data protection course.

The following scenario is visualised in the diagram:

• The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
• The user completes the program on 12 Feb 2023 (on time)
• The certification expires 12 months after completion (here, 11 Feb 2024)
• The recertification window opens 1 month before expiry, that is, on 12 Jan 2024
• Internally, the program P1 is reset on 12 Jan 2024 (start date)
• During the recertification period, the expiry date is 1 year after the current certification completion (here, 14 Jan 2025)

Use Case 4: Annual recertification (different content)

Use case: Users have to be certified in regular intervals. The content of the initial certification is different to the re-certification content. The certification expires after a specified period.

Example: All staff must undergo an initial (full) data protection course; in the following years only an update course is required to acquire knowledge of the latest regulations.

The following scenario is visualised in the diagram:

• The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
• The user completes the program on 12 Feb 2023
• The certification expires 12 months after completion (here, 11 Feb 2024)
• The recertification window for program P2 opens 1 month before expiry, that is, on 12 Jan 2024

• During the recertification period, the expiry date is 1 year after the current certification completion (here, 14 Jan 2025)
• Note, P1 is not reset, P2 will be reset during the next recertification period (2026)

Use Case 5: Annual recertification (valid for calendar year)

Use case: Same as above, but the certification expires on the 31st of December of every year.

Example: All medical staff must be certified for the current calendar year, no matter when the start date.

The following scenario is visualised in the diagram:

• The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
• The user completes the program on 12 Feb 2023
• The certification expires on 31 Dec 2023
• The recertification window for program P2 opens 1 month before expiry for every certified (on 1 Dec 2023)