How to manage critical changes to a question set with active enrolments in the series or pathway

Sometimes it's possible that even though a thorough review of a question set was done by multiple people in your team, there is always the chance that critical changes need to be done to questions in the set, after enrolments have been done in the series or pathway.

The following steps can be done to minimise the impacts to learners.

Make the changes to the question set

The first thing is to identify the issue and make the necessary changes to the question set using the Question Builder. Once all done and checked then publish the set.

✅ The quicker these changes are applied, the least amount of learners would be impacted so it's imperative to get on to it straight away

Manage the Not Started / No Attempts Learner first

These learners have not started and can be easily switched over to the new version and most won't even realise if done in a timely manner.

From the enrolments list select the Not Started tab.
Apply any filters to find the specific learners you need.
Select all of the learners in the list and choose Withdraw from the bulk actions menu.
Re-enrol the learners that have been withdrawn and make sure the Send Invite enrolment setting is set to NO. This will mean the learner doesn't get a 2nd enrolment email for the same series / pathway.

✅In order to correct re-enrol the same learners you will need to create a list of all learners in the enrolments list.

Ignore any Mastered Learners

All learners that have already mastered can be ignored as they have already completed the learning. Depending on the type of changes that were made to the question set then you might need to account for a lower accuracy score if the change has forced them to get questions incorrect

Notify In Progress Learners

All learners that are In Progress won't be able to see the changes to the question set and you can't really withdraw them because they would have to answer all previously attempted questions again.

⚠️ The only exception to this are learners that are In Progress with 0% progress. These learners have attempts 1 or more questions and have not got any correct. If they were withdrawn and re-enrolled there would be minimal impact to them.

From the enrolments list select the In Progress tab.
Apply any filters to find the specific learners you need.
Select all of the learners in the list and choose Send Reminder from the bulk actions menu.
Select Custom Message and enter in text to advise the learner of the workaround for the particular issue (see example text below)
Learners will receive an email advising of the workaround and can adjust their answers of take note of the changes to ensure they are able to master the series.

Example Workaround text

This is an example of custom message text that can be sent to learners to provide a workaround for changes to a question set.

IMPORTANT !! Please note that in the series [insert series title] there is a question that incorrectly states [details of the issue].

For the question about...
[insert the question statement and prompt]

You should [insert the work around advice]