IMPORTANT MESSAGE:

You should never make changes to a live unit which has current, active or previous historic enrolments.

Any changes made to learning content where students are in progress or previously completed will result in data loss which may be irretrievable.

Unit Upgrades

There is a specific process for making changes to the content of a unit, or attaching a new unit when the existing one is superseded. This process is known as a unit upgrade.

Unit upgrades allow you to retain the data of students that have completed a previous version of the unit, or who are currently in progress on a previous version - while allowing your future students to access the new version. 

How to Upgrade a Unit

The procedure to do this is as follows:

1. Create your new unit.
   It might have the same unit code and title (ie. updating learning content) or it might have a new unit code and title (ie. unit has been superseded and a new one replaces it)
   
   
2. Apply all relevant curriculum activities and set pathway options (if applicable) for the new unit.
   TIP: Take note of the unit ID (top left) for the new unit
   
   (For changes to exams and exam questions, you should replicate the existing exam, creating a new version of the exam (ie. exam version 2) where you can make changes and updates before attaching to the new unit. This allows you to make the new version of the exam available to your future students, while retaining the previous exam with  it's questions, history, and previous student responses for records keeping and audit purposes. Never edit or make changes to an exam or question that students have already used.)
   
   
3. Open the existing or 'old' version of the unit and navigate to the map tab
   
   
4. If performing a unit upgrade and there is a new national code, provide this is the superseding unit box. Skip this step if you are updating content and the unit code remains the same. 
   
   
5. In the upgrade to drop down box select the new unit which you will be upgrading to.
   (This is where you might need to utilise the unit ID to select the correct unit if you have multiple versions of the same unit code/title)
   
   
6. If you want students to automatically receive the new unit when they open their course, tick "automatically upgrade". Proving the student has not yet started activities (except for a Student Declaration) in the unit, they will see the NEW (Upgrade-To) unit.
   
   If you do not tick "Upgrade Automatically", you (as admin) will need to manually upgrade any students who need to be upgraded to the new unit. This can be done via the PROGRESS TRACKER window in the Vasto Administration Portal. See Manual Upgrade steps below.
   
   
   
   
7. Click save in the bottom right of screen to confirm the upgrade
   
   
8. IF YOUR NEW UNIT HAS MULTIPLE PATHWAYS - navigate to the stats tab, and open all active and archived timetable items. 
   
9. Edit each one, navigate to page 2 and on the pathway editor ensure that you select the desired pathway for the upgraded unit in that timetable item
   

Manual Upgrade

If you did not select automatic upgrade, follow these steps to upgrade students manually;

1. Go the the stats tab, and view the lifetime enrolments
2. For students that should be upgraded, open student progress tracker
3. Manually upgrade the desired units with the "upgrade now" button under the unit code/title

Determine Eligibility for Unit Upgrade Manually

A student is deemed NOT to have started a unit only if:

• There is not a final outcome on the unit (Unit status is new, pending commencement or in progress)
• If the status is IN PROGRESS status, there are no completion or "in progress" flags of any constituent activities except for STUDENT DECLARATIONS.
• If the only non-student-declaration commenced is a VASTO EXAM, no question responses have been submitted.

Archive the old unit, and any courses it is part of

For future timetabling, you should schedule the new version of the unit directly. 

To avoid confusion, it is best practice to archive the old unit, and subsequently (if applicable) courses which the old unit sits within should also be archived and new courses created which contain the new version of the unit.  

The new version of the course or unit should be scheduled when creating new timetable items going forward. 

Archiving simply takes it off your active course/unit list, prevent clutter in your list view. They are still available via the archive list if required.

It will also show with [archived] behind the title when you are creating a new timetable item, to help prevent inadvertently scheduling a defunct course or unit. 

How to Tell if a Unit is Upgraded

In the units list (Courses > My Units) you will clearly see which units you have upgraded by the coloured text beneath the unit title.

It will provide links to the unit which is the immediate upgrade to that unit, and also a link to the LATEST version of that unit.

Frequently Asked Questions

Question: The unit which needs an upgrade is set up as part of a cluster - does that need any additional considerations?

Yes, a standard upgrade will not apply to a cluster unit. Please submit a help ticket for assistance to upgrade a clustered unit.

Question: Are there any limits as to how many times a unit can be upgraded?

No, you can make unlimited upgrades. Students who have not started will receive the latest version at any point in time.

Question: I selected auto-upgrade, but in the progress tracker is still showing the old unit?

The upgrade will be triggered on the student's next login to the student portal when they click "open" for that course. Until then, it will still show as the old unit.