Archive a course
Archive or restore courses from OrgHub, understand effects on enrollments and visibility, and delete permanently only when required.
Retiring a course offering is a regular end-of-term task. OrgHub gives administrators two distinct paths: archive (reversible, data preserved) and delete (permanent removal). Archiving is the default choice when grades, submissions, chat history, or enrollment records may be needed for audits, appeals, or accreditation — while removing the course from active administrative views.
This page covers status changes on the Courses table, what happens to enrolled users, how to restore a course, and when permanent deletion is appropriate.
Why it matters
Universities must balance operational cleanliness (active catalogs should list only current offerings) with record retention (historical evidence of who taught what, who earned which grades, and what materials were assigned). Deleting too aggressively destroys data subject to retention policies; never archiving clutters filters and confuses staff planning the next term.
Understanding archive vs delete — and the effect on enrollments — prevents irreversible mistakes during term rollover.
How it fits
| Scenario | Recommended action |
|---|---|
| Term ended; may need records later | Archive |
| Wrong course created in error with no enrollments | Delete (if policy allows) |
| Replacement course for next term | Duplicate first, then archive original |
| Review who is still enrolled | Manage enrollments before archiving |
Archived courses remain in the institution catalog — filter by Archived in Browse & manage courses. They are separate from archiving a module or archiving a study program, which are academic-structure actions.
Archiving does not change Course settings such as capacity or feature toggles — those remain on the record if you restore the course later.
Archive vs delete
| Action | Where | Effect |
|---|---|---|
| Archive | Status column on the Courses table | Sets status to Archived. Hides the course from default table views. All data and enrollments are preserved. |
| Restore | Status column on an archived row | Sets status back to Active |
| Delete | Bulk Delete action on selected rows | Permanently removes the course and its content via soft delete. Requires typing the confirmation phrase. |
How to archive a course
Go to OrgHub → Management → Courses.
Locate the course in the Status column (defaults to Active).
Open the status dropdown and select Archived.
Fuxam saves the new status immediately and records the change in the audit log.
The Courses table shows Active courses by default. Use the Status filter to include Archived courses in the list.
You can also archive via the row action menu (three-dot icon) when browsing courses.
Effect on enrolled users
Archiving a course:
- Does not remove existing enrollments or course roles.
- Does not delete learning journey content, grades, or chat history.
- Hides the course from default OrgHub course lists (filter by Archived to find it).
Students who were already enrolled typically retain access to the course workspace unless your institution restricts archived courses elsewhere. Review your enrollment policy before archiving courses still in active use.
How to restore an archived course
Filter the Courses table to show Archived courses.
Open the Status dropdown on the archived course row.
Select Active to unarchive the course.
The course returns to active status and appears in default course lists again. Previously configured Course settings remain in place.
How to delete a course permanently
Select one or more courses with the row checkboxes.
Open the bulk actions menu and choose Delete.
Confirm by typing the required verification text shown in the dialog.
Deletion requires permission to delete courses in course management (or write access on the course’s structure together with organization-wide delete permission).
Best practices
- Archive at term close as part of a checklist alongside module planning review for the next term.
- Document your institution’s policy on whether enrolled students retain LMS access to archived courses — Fuxam preserves data, but local policy may differ.
- Duplicate before archive when next year’s offering should inherit content — see Duplicate a course.
- Never bulk-delete without verifying row selection — use filters and search to narrow the list first.
- Confirm enrollments first if policy requires unenrolling before retirement.
Common pitfalls
| Pitfall | Guidance |
|---|---|
| Cannot find archived course | Set Status filter to Archived on the Courses table |
| Assumed archiving unenrolls everyone | Enrollments remain — adjust in Manage enrollments if needed |
| Deleted instead of archived | Deletion is permanent; prefer archive for completed terms |
| Teachers still editing an “ended” course | Communicate archive timing; status change is immediate |
| Cannot delete | Confirm permission to delete courses with an administrator |
FAQ
Does archiving delete grades or submissions?
No. Archiving preserves learning journey content, grades, chat history, and enrollments. It changes catalog status and default visibility.
Can I archive from inside the course?
The documented path is the Status column on the OrgHub Courses table. You can also switch status inline when editing from the table.
What is the difference between archive and deleting a user?
Archiving a course retires an offering. Deactivating a user affects institution login access — a separate User Management action.