Review Completed Courses Appearing as Expired or In-Progress in Aptify & D2L

1. PURPOSE: The process below is a temporary work around to identifying user completion status when D2L and Aptify fail to update to completed status and populate results. After you have performed the check below, you may need to loop in the Development team for a permanent fix if the course does not automatically revert to completed. 
2. SCENARIOS: The specific scenario which this document supports is the error eLearners are experiencing on completed course - Aptify and D2L (Desire2Learn) is not pushing courses as "Completed" and results are not populating for certificate access. 
3. PROCEDURE: This document will cover:
   • Crosschecking completed courses appearing as expired and missing results
   • Crosschecking completed courses appearing as in-progress and missing results
4. STEPS: The steps necessary to complete this crosscheck are outlined below:

COMPLETED COURSES APPEARING AS EXPIRED: 

1. In Aptify, search for and open the Person record → Go to the Online Class Registration tab 

2. Click to open the course that was completed but is set to expired* and/or missing results (leave record open for reference)

*Make note of course expire date. 

3. Log-in to D2L → Click on Course Admin from the top red navigation panel → Select Classlist → Search for person then click View Progress*

*If you cannot see progress, make a note. 

4. Duplicate the browser tab and go to Settings → Users → Search for the person again and click on the hyperlinked name

5. In the Enrollment Log tab, search for course** and copy the course offering Org Unit Code → go to the Enrollments tab and paste it in the "search for... " bar

**Make note of the date/time user was unenrolled from the course (change date/action). 

6. Update user roll from "Not Enrolled" to "Learner" for both the course offering and section (under org unit type). Note, in the Enrollment Log tab user will appear as enrolled on today's date. 

7. In Aptify, go back to the online class registration record. Extend the course end date to the next day and switch status to "In-Progress", then save and close the record. 

8. Back in D2L, fresh the View Progress page. Look for the course listing on the left hand panel and click to view progress summary. The course should now show as "Pass", confirm grades. 

9. Go back to Classlist search and look up User → Click on drop-down arrow next to name → Select Impersonate → Click OK. The missing/expired course should now appear in the "My Courses" view. 

10. Click on the course to open → review that all sections have been completes → Scroll back to the top and click the Continue button on the banner (next to final exam icon)

11. Click the arrow located on the right-upper corner for next activity. The end of unit will appear with "Congratulations!" → Click "I'm Done" 

At this time, if the course still remains as in-progress in the "My Courses" view but you are able to see progress, then loop in the Development team for a permanent fix. 

12. If the course is now appearing correctly, then notify the requestor. 

COMPLETED COURSES APPEARING AS IN-PROGRESS: 

1. In Aptify, search for and open the Person record → Go to the Online Class Registration tab 

2. Click to open the course that was completed but is set to expired* and/or missing results (leave record open for reference)

*Make note of course expire date. 

3. Log-in to D2L → Click on Course Admin from the top red navigation panel → Select Classlist → Search for person then click View Progress*

4. Reassign ticket to Development team for a permanent fix.