sharing some additional “recipes” (remember: we can enable IAs at the Org level)...

Omar.A.118

hi all.

just sharing some additional “recipes” in the same pseudocode style we’ve been using, focused on unenrolling or inactivating students/users…

Focusing on:

• early nudges before unenrolment/inactivation
• notifying learners when they’ve been (or are about to be) unenrolled/inactivated
• notifying instructors/admins so they can review hidden data if needed
  

Pre‑Unenrolment Warning (Long-Term Inactivity)

Pseudocode:IF user.last_login > 30 days agoTHEN send_email(user)

D2L UI Step-by-Step:

1. Course Admin > Intelligent Agents > New Agent.
2. Name: “Pre‑Unenrolment Warning – 30 Days Inactive”
3. Description: “Warns students they may be unenrolled after long inactivity.”
4. Agent is Enabled: Yes
5. Criteria > Role in Classlist: Student
6. Criteria > Take Action When:
   • Create and Attach Release Condition:
   • Classlist > No login activity for n days
   • Set n = 30.
7. Actions > Send an Email:
   • To: {InitiatingUser}
   • Subject: “You’re at Risk of Being Unenrolled from {OrgUnitName}”
   • Body:“Hi {FirstName},Our records show you haven’t logged into {OrgUnitName} for over 30 days.If there is no activity in the next week, you may be unenrolled and removed from course lists (though your past data will still be retained by the institution).If you plan to continue, please log in and resume your work as soon as possible.”
8. Scheduling: Daily.
9. Save and enable.

Notify Student When They Have Been Unenrolled (System/External Trigger Proxy)

(we can’t directly use “unenrolled” as a condition, but you can approximate by using a final inactivity window that you know precedes an automated unenrolment process.)

Pseudocode:IF user.last_login > 37 days agoAND course.end_date - today <= 0THEN send_email(user)

D2L UI Step-by-Step:

1. Course Admin > Intelligent Agents > New Agent.
2. Name: “Unenrolment Notice – Course Over + Inactive”
3. Description: “Informs students they will be/are unenrolled due to inactivity after the course end.”
4. Agent is Enabled: Yes
5. Criteria > Role in Classlist: Student
6. Criteria > Take Action When:
   • Release Condition 1:
     • Classlist > No login activity for n days, n = 37 (or your institution’s threshold just before unenrolment runs).
   • Release Condition 2:
     • Course Activity > Current date is past end date
   • Set “All conditions must be met.”
7. Actions > Send an Email:
   • To: {InitiatingUser}
   • Subject: “Your Enrollment in {OrgUnitName} is Ending”
   • Body:“Hi {FirstName},The end date for {OrgUnitName} has passed, and you have not accessed the course recently.Based on institutional policy, your enrollment in this course may now be ended. You may be removed from course lists such as Classlist, Grades, and Assignments, though records of your prior work remain available to administrators for appeals and accreditation.If you believe this is in error, please contact your instructor or support.”
8. Scheduling: Daily during the period immediately after course end.
9. Save and enable.

Instructor Alert: Candidate for Unenrolment (No Logins & No Work)

Pseudocode:IF user.last_login > 21 days agoAND user.assignments_submitted == 0AND user.quiz_attempts == 0THEN send_email(instructor, user)

D2L UI Step-by-Step:

1. Criteria > Role in Classlist: Student
2. Criteria > Take Action When:
4. Attach all of the following Release Conditions:
6. Classlist > No login activity for n days (n = 21).
7. Assignments > No submission to any assignment folder.
8. Quizzes > No completed quiz attempts (or equivalent condition if available in your org).
9. Set “All conditions must be met.”
10. Actions > Send an Email:
    • To: {Instructors}
    • Subject: “Possible Unenrolment Candidate: {FirstName} {LastName} in {OrgUnitName}”
    • Body:“{FirstName} {LastName} has not logged into {OrgUnitName} for 21 days and has no assignment submissions or quiz attempts recorded.Because unenrolled users will be removed from Classlist and most instructor views (though their data is still retained institutionally), you may wish to:
11. Contact the learner, and/or
12. Coordinate with your admin team about unenrolling this student in line with institutional policy.”
13. Scheduling: Weekly.
14. Save and enable.

Admin Alert: Recently Unenrolled Student with Significant Activity

(Supports use cases where admins need to review activity for appeals or financial aid. This assumes your institution has a pattern, e.g., grades/quiz data present but the learner is no longer in the Classlist, and you run the agent in a special “audit” shell course or via Data Hub–backed releases.)Pseudocode:IF user.enrollment_status == 'unenrolled'AND (user.has_grades OR user.has_submissions OR user.has_quiz_attempts)THEN send_email(admin)

D2L UI Step-by-Step (Approximation using Intelligent Agents):

Because Intelligent Agents cannot target “unenrolled” directly inside a live course, this pattern is usually implemented with a holding or admin org unit and Data Hub–driven conditions. But you can still document it as a recipe:

1. Admin‑level course (or Org unit) > Intelligent Agents > New Agent.
2. Name: “Unenrolled Student with Prior Activity (Review Needed)”
3. Description: “Notifies admins when a recently unenrolled student had activity that may be relevant for appeals or financial aid.”
4. Agent is Enabled: Yes
5. Criteria:
   • Role: whichever special “audit” role represents records of unenrolled learners.
   • Release Conditions (Data‑backed, or as close as you can approximate):
     • Condition 1: “User enrolled in org unit within last 365 days” (if available).
     • Condition 2: “User has grade values in course” OR “User has quiz attempts” OR “User has assignment submissions”.
     • Condition group: “Any condition must be met” across the “has activity” checks.
   • Actual detection of “unenrolled” may come from how your admin org unit is populated (via SIS/Data Hub).
6. Actions > Send an Email:
   • To: Admin distribution list or specific address.
   • Subject: “Review Needed: Unenrolled Learner with Activity – {FirstName} {LastName}”
   • Body:“Learner: {FirstName} {LastName}Course: {OrgUnitName}Status: Unenrolled (record retained).This learner has historical activity (grades/submissions/attempts).You may need to review this data for appeals, refund decisions, or accreditation.
7. Scheduling: Weekly or nightly, depending on how often unenrolments are processed.
8. Save and enable.

(and another couple in the thread below>)

Omar.A.118

…

Pre‑Inactivation Warning (Account-Level)

(This one aims to email users before they’re inactivated so they know access will be lost.)

Pseudocode:IF user.last_login > 180 days agoTHEN send_email(user)

D2L UI Step-by-Step:

This works best at the Org level (not just a single course).

1. Go to the Org‑level “Intelligent Agents” (if enabled at that level).
2. Click New Agent.
3. Name: “Pre‑Inactivation Warning – 6 Months Inactive”
4. Description: “Warns users that their Brightspace account may be set to Inactive due to long inactivity.”
5. Agent is Enabled: Yes
6. Criteria:
   • Role: Select roles subject to inactivation (e.g., Student).
   • Take Action When:
     • Classlist > No login activity for n days (if available at org level) OR equivalent org‑level “No system login” condition.
     • Set n = 180 (or your policy).
7. Actions > Send an Email:
   • To: {InitiatingUser}
   • Subject: “Your Brightspace Access May Be Inactivated”
   • Body:“Hi {FirstName},You have not logged into Brightspace for over 6 months.According to institutional policy, your Brightspace account may be set to Inactive soon. Inactive users:
     • Cannot access courses
     • Are hidden from Classlist and other course views
     • Do not receive notificationsYour past data will still be retained by the institution, but you will not be able to log in.If you still need access, please log in within the next 7 days or contact support.”
8. Scheduling: Daily.
9. Save and enable.

Instructor Snapshot: Soon‑to‑Be Inactivated or Unenrolled (For Follow‑Up Before Hidden)

(Gives instructors 1 last look at students before they disappear from the normal instructor views after inactivation/unenrolment.)

Pseudocode:IF user.last_login > 25 days agoAND user.current_grade < 50%THEN send_email(instructor, user)

D2L UI Step-by-Step:

1. Course Admin > Intelligent Agents > New Agent.
2. Name: “At‑Risk & Inactive – Consider Inactivation/Unenrolment”
3. Description: “Alerts instructor about low‑performing, inactive students before they might be made Inactive/Unenrolled and hidden.”
4. Agent is Enabled: Yes
5. Criteria > Role in Classlist: Student
6. Criteria > Take Action When:
   • Release Condition 1:
     • Classlist > No login activity for n days, n = 25 (or your pre‑inactivation window).
   • Release Condition 2:
     • Grade > Final grade value on a grade item (select the Final Calculated or Adjusted Grade, set “<” and 50).
   • Set “All conditions must be met.”
7. Actions > Send an Email:
   • To: {Instructors}
   • Subject: “At‑Risk & Long‑Inactive Student in {OrgUnitName}: {FirstName} {LastName}”
   • Body:“{FirstName} {LastName} has been inactive in {OrgUnitName} for more than 25 days and currently has a grade below 50%.As your institution may inactivate or unenrol such students, this may be your last easy opportunity to:
     • Reach out to the student
     • Record any notes on their progress
     • Coordinate with admin teams to ensure necessary records are available for appeals/financial aid.Note: Inactive and unenrolled users are hidden from most instructor views.
8. Scheduling: Weekly.
9. Save and enable.

Courtesy Notice: “You’ve Been Set to Inactive” (Org-Level)

(Because inactive users do not receive notifications, this must run before the actual inactivation job, based on the same criteria your SIS/automation uses.)

Pseudocode:IF user.meets_inactivation_rule == trueTHEN send_email(user)

D2L UI Step-by-Step (Conceptual):

1. At the Org level, create a New Agent.
2. Name: “Upcoming Inactivation Notice – Org Level”
3. Description: “Warns users that their account will soon be Inactive, mirroring SIS rules.”
4. Agent is Enabled: Yes
5. Criteria:
   • Role: All learner roles subject to inactivation.
   • Release Conditions: Mirror your SIS logic using available conditions—e.g.:
     • “No system login for n days”
     • “Has no active enrollments”
     • Any other relevant indicators of dormancy.
   • Set “All conditions must be met.”
6. Actions > Send an Email:
   • To: {InitiatingUser}
   • Subject: “Important: Your Brightspace Account Will Soon Be Inactive”
   • Body:“Hi {FirstName},According to institutional policy, your Brightspace account is scheduled to be set to Inactive soon.When this occurs, you will not be able to log in and will be hidden from course Classlists and other views, though your data remains stored for institutional needs (e.g., appeals or accreditation).If you believe this is a mistake, please contact support immediately.”
7. Scheduling: Daily, in sync with the SIS/inactivation process.
8. Save and enable.

Omar.A.118

(and please do share any recipes you have, or: questions, comments, concerns, etc : )