As we head into the summer months, Foundry Summer School is in session. We’re here to help you prepare your account and training strategy for this next academic year. This guide will walk through best practice strategies and tactical how-to’s so by the start of your term, you’ll be a Foundry expert.

Before we even get into Foundry, there are a few pieces we recommend you think about first to iron out your broader plan. Having these elements planned out in collaboration with other departments will lead to long-term success with your EVERFI programs.

Prepare Your Launch Team

If your organization has multiple departments or people managing training, we suggest having a single person be the main point of contact as a best practice. This ensures the  work is delegated across topic areas and the data integrity of your account is maintained.

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

Browse the Content Library

See what courses in the Campus Prevention Network library you have licensed to begin putting together your training plan for the year. Think about what content is required for compliance, both primary and ongoing, and what supplemental topics you want your community to understand.

If you are implementing employee courses, take a look what content was included in the 2021 Employee Library RefreshThese updated iterations are mobile-responsive, built with enhanced accessibility features, and include increased opportunities for course configuration.

Training Plan Development
Knowing who will receive which courses and when allows you to properly set expectations around completion of the courses.
This is especially crucial if there are multiple departments assigning content to the same learner population. You want to be conscientious of what else learners have going on at various times and to not over assign courses.

Learn about the EVERFI prevention education framework and best practices to create your training schedule with the Foundry Summer School Series: Training Plan Strategies Part 1 and Training Plan Strategies Part 2.

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 Audit

  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 and determine when to deactivate them. This will prevent any accidental assignments going out to newly added learners who may fall into the existing criteria.

This is also the perfect opportunity to upgrade to Foundry’s newest Assignments 2.0 functionality.* If you would like to enable this capability for this year, take these next steps.

*Note: On December 31, 2021, we will be sunsetting the legacy Assignments 1.0 logic. We strongly recommend taking the next steps to upgrade before you launch for the next academic year.

4. Update Course Configurations

Review the in-course configuration options to make sure they are all up to date and accurate, including any custom survey questions. To easily transpose any configurations to newer course versions, click here. A few areas to pay attention to:

  • Policies are updated
  • Newly created resources are added
  • 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}} ).

5. Create Your New Assignments

Lastly, create your assignments! You can do this ahead of time with a start date in the future or have them start later that same day. 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.

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.

Requesting New Packages

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.