This eliminates the need to manually recreate each course and learning activity, saving time and ensuring consistency across cohorts.
This article explains how to clone a curriculum, select the information to copy, and monitor the cloning process.
Overview
When you clone a curriculum, Exxat Prism creates a new curriculum using information from an existing curriculum.
The cloning process uses a four-step wizard:
- Basic Details
- Course Offerings
- Course Setup
- Learning Activity
After you start cloning, Exxat performs the process in two phases:
| Phase | Description |
|---|---|
| Phase 1 | Clones curriculum structure and course offerings. |
| Phase 2 | Clones selected learning activities for each course offering. |
Once Phase 1 is complete, the new curriculum becomes available immediately. Learning activity cloning continues in the background.
Before You Begin
Ensure that:
- The source curriculum is fully configured.
- The destination cohort has been created.
- You have permission to manage curriculum mappings.
- All learning activities that should be copied exist in the source curriculum.
Clone a Curriculum
- Login to Exxat Prism using your university credentials.
- From the Exxat Prism Dashboard or the Hamburger menu, go to Curriculum Mapping.
- In the Left menu, select the curriculum you want to clone.
- On the top-right of the page, click Clone Curriculum.
The cloning wizard opens. - Enter Basic Details
Use this page to define the new curriculum.- Enter a curriculum name.
- (Optional) enter a description.
- Select a cohort.
- Click Next.
Fields
| Field | Description |
|---|---|
| New Curriculum Name | Name of the new curriculum. |
| Description | Optional description of the curriculum. Maximum 200 characters. |
| Assign Cohort | Cohort that will use the cloned curriculum. |
- Select Course Offerings
This page displays all course offerings from the source curriculum. All course offerings are selected by default.- Review the list of course offerings.
- Clear the checkbox for any course offering that you do not want to clone.
- Review the reminder banner to update academic years after cloning.
- Click Next.
- Select Course Setup Information
Use this page to determine which course configurations are copied. All options are selected by default.
Available Options
Course Information
- Course Details
- Prerequisites
- Textbook Information
- Evaluation Criteria
- Course Policies
- Faculty and Staff Assignments
- Grading Scheme
- Events
Course Measures
All configured course measures can also be copied to the new curriculum.
- Review the available selections.
- Clear any options that should not be copied.
- Click Next
- Select Learning Activities
Use this page to determine which learning activities should be cloned. All learning activities are selected by default.
Learning Activity Options
You can clone any combination of:
- Forms and Evaluations
- Patient Log
- Timesheet
- Time Off
Activation Status
Choose how activation settings should be handled.
- Clone Activation (Default): Copies the activation status from the source curriculum.
For example:
- Active activities remain active.
- Inactive activities remain inactive.
- Keep Inactivated: Copies all selected activities but keeps them inactive regardless of their source status.
Use this option when you want to review activities before making them available to users.
This warning is always displayed during cloning: "Forms with a calendar date as publish date or distribution date will not be activated while cloning."
- Select the learning activities to clone.
- Select an activation option.
- Click Clone.
The cloning process runs in the background.
Phase 1: Course Offering Cloning
Exxat first clones:
- Curriculum structure
- Course offerings
- Selected course setup information
While cloning is in progress:
- The curriculum displays an in-progress spinner in the left navigation.
- The curriculum cannot be accessed.
After cloning completes successfully:
- The new curriculum appears in Curriculum Mapping.
- Course offerings become immediately available.
- Learning activity cloning begins automatically.
Phase 2: Learning Activity Cloning
After course offerings are created, Exxat starts cloning the selected learning activities.
The system displays live progress updates.
Progress Indicator
The curriculum displays:
Hover over the progress indicator to view:
Successful Completion
When all learning activities have been cloned successfully, the status changes to:
A green checkmark indicates completion.
Cloning Behavior for Forms: Forms retain their distribution configuration during cloning.
Relative Distribution Dates
If a form uses a relative distribution date:
- The distribution configuration is copied.
- The form can be activated normally.
Fixed Calendar Dates
If a form uses a fixed calendar date:
- The form is cloned.
- The distribution configuration is copied.
- The form is not activated automatically.
This behavior prevents forms from being distributed using outdated dates.
Troubleshooting
| # | Issue | Possible Cause | Resolution |
|---|---|---|---|
| 1 | Curriculum displays an In Progress spinner and cannot be opened. | Phase 1 (Course Offering cloning) is still running. | Wait for the cloning process to complete. The curriculum becomes accessible automatically after Phase 1 is successful. |
| 2 | Learning activity cloning is taking longer than expected. | Phase 2 (Learning Activity cloning) is processing in the background. | No action is required. Monitor the cloning progress displayed on the curriculum screen. |
| 3 | An amber warning banner appears indicating that some learning activities failed to clone. | One or more course offerings encountered an error during Learning Activity cloning. | The curriculum and successfully cloned course offerings remain available. Contact Exxat Support and provide the curriculum name and details of the failed course offering(s). |
| 4 | The curriculum was not created after cloning. | Phase 1 (Course Offering cloning) failed. | The entire cloning operation is rolled back and no data is saved. Contact Exxat Support for assistance. |
| 5 | A cloned form is not active even though the source form was active. | The source form uses a fixed calendar date for its publish date or distribution date. | Activate the form manually after reviewing and updating the date settings as needed. |
| 6 | Learning activities are cloned but remain inactive. | Keep Inactivated was selected during the cloning process. | Manually activate the required learning activities after reviewing the cloned configuration. |
| 7 | Expected course offerings are missing from the cloned curriculum. | The course offerings were deselected during the Course Offerings step of the cloning wizard. | Verify the selected course offerings and run the cloning process again if necessary. |
| 8 | Expected learning activities are missing from the cloned curriculum. | The learning activity type was not selected during the Select Learning Activity step. | Repeat the cloning process and ensure the required learning activity types are selected. |
Summary
Curriculum cloning enables you to quickly create a curriculum for a new cohort by copying:
- Course offerings
- Course setup configurations
- Learning activities
The cloning process occurs in two phases, allowing the curriculum and course offerings to become available immediately while learning activities continue cloning in the background. This approach minimizes setup time and provides visibility into cloning progress without blocking access to the newly created curriculum.
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