Create Your Training Plan

This page and the following resources are intended for administrators who have previously implemented courses on Foundry. Because you are not starting from scratch with an entirely new account, there are a few considerations to plan and steps to take for a successful implementation.

Before getting to the suggestions on Foundry, first think about:

  • Prepare Your Launch Team
    If there is more than one implementer on your team, and especially if there are multiple departments using Foundry at your organization, assigning teams and roles is a best practice to be sure the work is delegated and the data integrity of your account is maintained.If your organization has multiple departments, we suggest having a single person be the main point of contact to keep Foundry maintained particularly around user and assignment management. Those are areas where there may be overlap across teams.The main roles we suggest are:

    • Executive Lead – the strategic decision maker
    • Project Lead – creates the training plan
    • Course Implementer – sets up the account and courses, creates and tracks assignments, reviews data reports
    • IT Contact – sets up and maintains the technical integration and infrastructure
  • Training Plan Development
    Knowing who will receive which courses and their timelines allows you to properly set expectations with learners and other stakeholders around completion of the courses.
    This is especially crucial if there are multiple departments and administrators using Foundry. And don’t forget about Part 2 for those courses with post-course surveys.

  • Communications Strategy
    What channels will you use to convey what you need to say before, during, and after the course launch? Send an internal memo, include it in the orientation plan, or add it to a course syllabus before the course invitation so learners know what to expect when they see the email from Foundry. After the course is due, how will you enforce any mandates? How will you use any of the EVERFI data to inform your community?

 


Prepare Your Account

1. Quick Start Guide

For a more detailed guide to set-up your Foundry account, take a look at our Getting Started checklist or the Foundry Administrator Training Video. You can also use the new Admin Help Site for how-to articles and to submit a ticket to our technical support team.

If you use SCORM to access your EVERFI training, see the section below.

 

2. User Management

  1. Do an audit of your account to make sure all users and learners are still active and at your organization. Remove any administrator access from anyone who no longer needs it and deactivate learners who are no longer working there or who have graduated.
  2. Use Quick Lists or these other options to deactivate or to adjust the Categories and Labels for several users at once.
  3. Create any new Categories and Labels you need, such as Hire Date or Matriculation Year.
  4. Prepare the template to batch upload the new learners into your account with the appropriate new classifications.

 

3. Assignment Audit

Before creating any new assignments, take a look at any active assignments (especially Automated Assignments to adjust the automation end date). This will prevent any accidental assignments going out to newly added learners who may fall into the existing criteria.

Take a look at the Transitioning Assignments to New Courses section below for more details on how to manage Assignments with the new, refreshed content.

 

4. Browse the Content Library

See what courses you have licensed to begin putting together your training plan for the year. Over the past year, EVERFI has continued to release new and refreshed courses. These updated iterations are mobile-responsive, built with enhanced accessibility features, and include increased opportunities for course configuration. See information below on how you can access these courses.

Important Course Update Information
If you are implementing sexual assault prevention/Title IX courses with your students, faculty, or staff, we strongly recommend delaying your summer launch until after the new Title IX regulations go into effect on August 14, 2020. EVERFI will be updating our courses to address the new regulations by August 14, 2020.

In addition, EVERFI has refreshed course packages for our Bridges: Building a Supportive Community course, which include an improved user experience and additional customization options.
  • This new version will be added to your Foundry account on August 14, 2020. Administrators will have 1 month to copy over any existing configurations.
  • We will remove the old course version on the evening of September 14, 2020.
  • To understand the impact on current Active Assignments, see below.
  • If you have any questions or concerns with this timeline, please contact your Account Manager.

To begin using the new Preventing Harassment and Discrimination course for faculty and staff or AlcoholEdu for College or Sexual Assault Prevention Suite for students, please reach out to your Account Manager to coordinate this update to your account.

These new course versions offer several more customization options throughout the experience, in addition to existing options such as unique policies and resources. See the instructions below to easily attach your configurations to the new course.

To be sure you’re using the newest course versions, these are the names to look out for:

Old Course Name New Course Name
AlcoholEdu for College AlcoholEdu for College: Primary
AlcoholEdu for College -Part Two AlcoholEdu for College: Primary – Part Two
Bridges: Building a Supportive Community Building Supportive Communities: Clery Act & Title IX Training
Sexual Assault Prevention: Undergraduate Sexual Assault Prevention for Undergraduates
Sexual Assault Prevention: Graduate Students Sexual Assault Prevention for Graduate Students
Sexual Assault Prevention: Adult Sexual Assault Prevention for Adult Learners
Sexual Assault Prevention for Community Colleges Sexual Assault Prevention for Community College
Sexual Assault Prevention: Ongoing Sexual Assault Prevention Ongoing: Healthy Relationships
Sexual Assault Prevention: Athletic Staff Sexual Assault Prevention for Athletic Staff
Sexual Assault Prevention: Athletes Sexual Assault Prevention for Student Athletes

 

5. Update Course Configurations

With so many options to tailor the learner experience for your organization, it is important to review the configurations to make sure they are all up to date and accurate. A few areas to look out for:

  • Policies that are updated
  • New resources that are available
  • In-Course Welcome or Closing Letters with specific dates in them
  • Course invitation and reminder emails don’t contain specific dates, but instead use the dynamic content to reference due dates ( {{the content in these brackets are dynamic}} ).

 

6. Create Your New Assignments

Lastly, you can go ahead and create your assignments ahead of time with a start date in the future. Using the newly adjusted categories and labels, it will be easy to select and assign new and returning learners the appropriate courses.

We recommend also taking a look at the Foundry Platform Updates to review the recent updates and improvements we made to Foundry.


Transitioning Assignments to New Courses

During this transition to the refreshed Title IX courses, we want to minimize the impact on your learners and ensure they are able to complete the assignments they need.

Learners who were assigned the legacy Bridges: Building a Supportive Community before the evening of September 15 will be able to continue making progress in their courses until they are completed or until the assignment is archived. We strongly recommend creating new assignments with the refreshed courses to all learners after August 14, 2020.

All assignments with the old version of Bridges: Building a Supportive Community that are set to continue running past the evening of September 15, 2020 need to be archived. No new learners can be added to assignments after September 15 (either automatically by Foundry or manually by administrators) that contain the legacy versions of courses. Otherwise the assignments will break and the learner will not receive any content to complete.

If this does not work with your timeline, please contact your Account Manager today.


Accounts Using SCORM Integration

For learners accessing EVERFI via SCORM (LMS Integration), their existing progress data will be overwritten if they complete the same course via the same package again. This will impact compliance records associated with that individual from the previous year.

If your training plan requires learners to complete the same course they did previously, you will need to deploy new SCORM packages for those courses to those specific learners. 

Most institutions do not need to re-deploy SCORM packages since we offer separate refresher courses on certain topics for returning learners. For example, all new learners will receive Sexual Assault Prevention for Undergraduates while returning learners will receive Sexual Assault Prevention Ongoing.

For Faculty/Staff Administrators Using SCORM to Deploy Updated Courses

If you currently license Bridges: Building a Supportive Community, we will send you the updated SCORM course packages for the new versions of this course. This email will align with the timeline above: new courses will be added August 14 with old courses being removed on the evening of September 15. You can begin configuring the new courses when they are available in your Foundry account on August 14.

Please review the section above for a list of these new courses and the new names to look for in your Foundry Administrator Dashboard. The information below outlines how you can easily add or update your course configurations.

For All Administrators Using SCORM

If you know there will be learners retraining on the same course this year, you can contact EVERFI support to request new SCORM packages. Be sure to include the following information for a quicker response:

    • Course name(s)
    • Retraining Schedule if not aligned with dates here
    • State(s)
    • Supervisor or Non-Supervisor version if applicable

Accounts Using API Integration

For accounts using the API Integration, the integration will need to be updated with the new course information. This will ensure that the correct progress data is being transferred and associated with the correct learner.

EVERFI Public API Postman Collection is where technical administrators can go for sample templates, documentation, and sample requests to update the integration. Go to the Contents section to make the updates regarding the updated courses. The names of the new courses can be found above.


Copy Over Configurations

Policies and Resources

  1. In the admin dashboard, go to Content > Content Library
  2. Select the old version of the course you want to edit and click “Configure”
  3. Click Policies
  4. Select a policy you want associated with the new version and click Edit
  5. In this Edit window, you can update the URL if there have been any updates since it was last uploaded. You can also add policies in additional languages if enabled in your account. Click Next when you are done.

    1. If you want to convert the format, (from a URL to a PDF or vice versa), then you will need to just add the new policy to the new version of the course.
  6. Search for the old version of the course and uncheck the box next to it
  7. Search for the new version of the course name and check the box for the new version, selecting the policy type if there is more than one
    Update policy or resources from the legacy course to the new course
  8. Click Confirm
  9. Repeat for all updated courses

 

All Other Configurations

For custom Welcome Letters, Closing Letters, videos, and images, you will need to copy and paste the content from the old version to the new version. We strongly recommend opening two windows – 1 with the old version configurations menu and 1 with the new version configurations menu. Take a look at the configurations article for more information on how to accomplish this in Foundry. Lastly, use our configuration guides for course maps and content suggestions for these configurable pages: