Curriculum Due Dates

Curriculum Due Dates enable Training Admins to manage due date configurations for all Training Requirements within a given Curriculum, as opposed to doing so individually within each requirement. This streamlines Training Matrix management by automatically applying the selected Due Date Calculation and related values to all associated requirements. Then, Vault creates Training Assignments with an appropriately-calculated Due Date.

Feature Dependencies

This feature requires Optional Due Dates to be configured in order for Training Admins to define a Curriculum-level optional due date for all included requirements. See additional details about how Curriculum Due Dates may impact Optional Due Dates.

How Curriculum Due Dates Work

When configured on the Curriculum object page layout, Training Admins can define a Curriculum’s various due-date related fields that Vault automatically copies to all Training Requirements contained within it that are not in the Retired state. To do this, Vault’s Curriculum Due Dates job immediately processes the Training Admin’s selections, then the Update Training Assignments job creates or updates the related assignment with the due date decisions.

Curriculum Due Dates first require that the curriculum’s Due Date Calculation is set to Duration or No Due Date:

• Duration requires the Training Admin to additionally define the standard completion time for the included requirements via the Duration and Duration Unit fields. For example, selecting 30 days means the resulting Training Assignments will have a Due Date that is 30 days after Vault assigns it.
  • The Training Admin can optionally populate the record’s Duration: Initial and Duration Unit: Initial fields to allow Learners additional time to complete an assignment when it is the first time they are receiving it.
  • When Vault creates assignments for revised Training Materials, it is possible that individual assignment due dates will instead be calculated using a specific document field. See additional details about how TRIA configuration may override Curriculum-level due date calculations for some or all Training Requirements.
• No Due Date permits Learners to complete the resulting assignments at their own pace. This option is the Curriculum-specific counterpart of the Optional Due Dates for Training Requirements feature. In this case, Vault sets the requirement and resulting assignments’ Due Date Timing field to “No Due Date”, and Vault does not count that assignment when determining a Learner’s overall training status.

In addition to the overall calculation, Training Admins specify the Action on Due Date Calculation Change, or the method by which Vault should sync a curriculum’s due date with its related requirements:

• Copy to All Training Requirements overwrites the due date settings for every requirement in that curriculum that is not in the Retired state.
• Copy to Training Requirement if new Duration is Shorter means Vault only updates requirements when the curriculum’s duration settings are shorter than what is currently defined on the requirements.
• Do nothing ignores Curriculum Due Date logic entirely. This means a Training Admin can set the Due Date Calculation and other fields as placeholders, then update this field to one of the above options to begin enforcing them. Alternatively, this value can handle Curriculum Due Date exceptions.

Once the Training Admin saves the record, Vault immediately initiates the Curriculum Due Dates job to apply due date calculations based on the Action on Due Date Calculation Change. Then, when the Curriculum is in the Ready for Use state, the Update Training Assignments job creates assignments according to each Training Requirement’s due date settings.

See additional information on specific Training Matrix configuration considerations below, including limitations when a requirement is included in multiple curricula.

Curriculum Updates

This feature’s automation logic ensures that the appropriate due dates are maintained as Training Admins manage the Training Matrix. This includes:

• Notifying the Training Admin that updating the Curriculum Due Date fields will impact related requirements.
• Automatically propagating Curriculum Due Date decisions to requirements that are newly-added to a Curriculum with due date configurations.

Generally, when the Training Admin removes a requirement from a Curriculum, Vault does not update the requirement’s due date configurations, unless that requirement is added to another Curriculum with due date configurations. Otherwise, the requirement’s due date configurations remain as they were the last time Vault applied them.

Curriculum Prerequisites

When a prerequisite Curriculum unlocks a new Curriculum with valid due date configurations, any requirements and assignments related to the unlocked curriculum follow that record’s defined due date configurations.

Direct Assignments

When a Learner is assigned a Curriculum via Direct Assignment, Vault continues to use the date the Training Admin manually selected when creating the Direct Assignment, as opposed to the Curriculum Due Date configuration.

TRIA Considerations

The Curriculum Due Dates feature is designed to handle Training Requirement Impact Assessment (TRIA) configurations using the Use Document Date Field as a Due Date checkbox: When this setting and related document field are configured within TRIA-specific document lifecycle entry actions, Vault instead calculates an assignment’s due date using that field’s value (plus any additional days), as opposed to following the Curriculum Due Date configuration.

For example, when this is the Proposed Effective Date with zero additional days, Vault references the Training Material’s Proposed Effective Date document field (22-Jun-2026), then calculates any resulting assignment Due Dates with the Training Requirement’s due date configurations (30 days, for a due date of 22-Jul-2026). In the event Proposed Effective Date is blank, Vault follows the Curriculum Due Date configuration.

Similarly, TRIA for Document Change Control references the Use Document Field as Due Date Application Setting to set due dates in the same manner.

Configuring Curriculum Due Dates

To allow Training Admins to set Curriculum Due Dates:

1. Within the Curriculum object, activate the below fields. These fields are automatically associated with all standard Curriculum object types, however you may additionally need to associate them with any custom object types.
   • Action on Due Date Calculation Change
   • Due Date Calculation
   • Duration
   • Duration: Initial
   • Duration Unit
   • Duration Unit: Initial
2. Update all applicable Curriculum object page layouts to include the fields you activated in Step 1, as well as the Impact Alert: Curriculum Duration control. We recommend adding these components within a new “Curriculum Due Dates” section.
3. Review your Vault’s security configuration and ensure Training Admins have the appropriate permissions to work with this feature.

Defining Curriculum Due Dates

To define a Curriculum Due Date, locate the Curriculum record’s due date fields (for example within a “Curriculum Due Dates” section) while creating or editing that record.

Then, populate fields per your organization’s requirements, including:

• The overall Due Date Calculation, where Duration or No Due Date qualifies that curriculum for this feature. Selecting Not Applicable ignores this feature entirely.
  • When you select Duration, both Duration and Duration Unit are required. You can optionally complete the Duration: Initial and Duration Unit: Initial fields.
  • No Due Date permits Learners to complete the resulting assignments at their own pace. This option is the Curriculum-specific counterpart of the Optional Due Dates for Training Requirements feature.
• The Action on Due Date Calculation Change defines the method by which Vault should sync a curriculum’s due date with its related requirements. See additional details on these options.

When you are editing an existing record with associated requirements, Vault displays an impact alert to ensure you are aware that any updates will be copied to those requirements based on the Action on Due Date Calculation Change.

Once you Save, the Curriculum Due Dates job applies these changes, and the Update Training Assignments job creates assignments with the dates during its next run.

Managing Due Date Exceptions

Depending on your Vault’s configuration, certain Curriculum fields may be defaulted or otherwise displayed such that Curriculum Due Dates are the standard method for due date management.

In the event Curriculum Due Date functionality should be ignored for an individual Curriculum (and the Vault’s configuration allows it), Training Admins can set the Due Date Calculation to “Not Applicable” and the Action on Due Date Calculation Change to “Do nothing”.

Alternatively, Training Admins can set the Due Date Calculation and related fields accordingly, then update the Action on Due Date Calculation Change from “Do nothing” to the desired option at the appropriate time.

Limitations

This feature does not apply to existing Training Assignments, meaning Vault does not update an assignment’s Due Date or Due Date Timing fields when already assigned to a Learner.

• This feature only updates Training Requirement fields, which the Update Training Assignments job references to create new assignments.
• Similarly, Vault does not update or recalculate any existing due dates when a Training Admin removes a Learner from a Learner Role or a Learner Role from a Curriculum.

Training Requirements in Multiple Curricula

Generally, Vault propagates Curriculum Due Date configurations to all non-retired Training Requirements contained within that Curriculum. When such a requirement is included in multiple curricula, Training Admins may observe inconsistencies in requirement (and therefore assignment) due dates, depending on the Action on Due Date Calculation Change decisions across curricula, and the order in which Vault applies those decisions to the requirements.

For example, suppose Requirement A is included in Curricula X and Y, and both curricula have Curriculum Due Date configurations:

• The Training Admin creates and saves Curriculum X first, with the Action on Due Date Calculation Change set to “Copy to All Training Requirements”, and therefore the Curriculum Due Dates job applies those configurations to Requirement A immediately.
• The Training Admin subsequently creates and saves Curriculum Y with a different value for this field (“Copy to Training Requirement if new Duration is Shorter”), and Vault again updates fields within Requirement A.

This means Vault creates assignments using the latest-applied due date configuration for Requirement A (via Curriculum Y), unless and until the Training Admin makes adjustments to either record.

Similarly, in the event Vault creates a Curriculum X assignment before the Training Admin applies the updates to Curriculum Y, Vault does not update that assignment. As a result, one Curriculum X assignment’s Due Date may not align with other, newer assignments that Vault creates from Curriculum Y based on the updated due date configuration.

Related Permissions

Training Admins must be assigned a permission set with Edit permission for the Curriculum object and any related object types.

If your Vault’s security configuration includes object field permissions, Training Admins must additionally have Read and Edit permission for all Curriculum Due Date fields. Similarly, if your Vault’s Curriculum lifecycle configuration includes atomic security for fields, Training Admins must have Edit permission for these fields.