There are three activity statuses that can apply to curricular items and can be used to signal to users and integrated systems whether the item should be used (for course offerings, catalog, etc.) during the effective period of each version:
Active - This is the default status for proposals and approved items.
Inactive - This status should be used for periods of time when the item shouldn’t be used. It’s typically a temporary status and you intend to switch it back to Active at some point. It’s also used for gaps between effective dates of Active versions.
Retired - This status is intended as a permanent status for items that will no longer be used.
Admin Setup Options
There are two University Preferences and one Feature flag that influence how the statuses work in your system.
There are two settings in University Preferences that help control settings for item activity status. If neither box is checked, users will be able to propose Retire, but not Inactive. (If you check the 1st box, the 2nd one doesn’t matter because the feature will be hidden.)
Hide status change gadget - This setting is used to control whether or not your users have access to create Inactive and/or Retired proposals. If the box is checked, when users propose changes they won’t be presented with the dropdown that allows them to change the status. All items will maintain an Active status and you won’t be able to change status to Retire or Inactive. Many institutions don’t have Retire or Inactive as part of their curriculum management process and this is the way to ensure those options are not available to users. If the box is not checked, when users propose changes they will be presented with the activity status drop-down which will include Active and Retired.
Add inactive - If this box is checked, the activity status drop-down will include Active, Retired, and Inactive.
There’s one Feature Flag related to activity status. If you check the box for ‘Generate labels for gaps in item versions,’ the drop-down in the top right corner of items will include an automatic ‘inactive’ version for any periods where there are gaps between version effective periods. If you don’t check it, gaps can still exist, but won’t be as obvious.
If you’ve enabled Retire and/or Inactive for your system, users who propose changes will be presented with a drop-down where they can select a status for their proposal. The default status is Active, and should only be changed if users are creating a proposal for Retired or Inactive.
The versions drop-down at the top right corner of item versions will note Past, Current or Future for all Active versions. Inactive and Retired versions will be noted in parentheses. If you’ve enabled gap labels, you’ll see Inactive versions for periods of time between versions where no Active versions exist.
When you view an Active item with an Inactive future version or one that is set to retire, a thin banner with a status indicator is presented across the top of the item.
When you Retire an item, all future versions of the item will be deleted. Retire is intended to be a permanent state. Admins can change a Retired item back to Active if needed, but the deleted versions will not be recovered.
Admins can edit Retired item versions.
This functionality replaces the old Retire functionality that included a Retire link in the right panel of curricular items.
The functionality works on Courses, Programs, Specializations, Experiences, and Policies.