Manage program versions
Create and switch continuing-education program versions so new participant editions can follow updated objectives and curricula without moving existing cohorts.
Program versions let you update a continuing-education offering for new participants while keeping earlier cohorts and enrollments on the edition they started with. Each cohort is created under a specific program version and stays linked to that version. Every continuing-education program starts with an initial version at creation.
Versioning is the professional-education equivalent of “same certificate, new edition.” Curriculum refreshes, revised learning objectives, fee or ruleset updates, and partner-driven redesigns often apply only to learners who start after a cutoff. Program versions give that cutoff a first-class home without rewriting history for people already enrolled.
Why it matters
Without versions, every configuration change risks applying to every participant under the program. With versions:
- New editions get updated objectives, study-time context, connected curricula, and settings.
- Earlier cohorts and enrollments remain on the snapshot they started under.
- Staff can see which cohorts belong to which version via the header selector and Cohorts tab.
Create a new version when the next wave or edition should differ; keep editing the current version only for administration that should stay on that snapshot.
How it fits
Continuing-education versioning follows the same OrgHub patterns as study program versions, applied on programs from the Continuing Education tab.
| Related area | Relationship |
|---|---|
| Create a continuing-education program | Every new program starts with an initial version |
| Manage cohorts | Cohorts are created under the currently selected program version |
| Enroll participants | Membership attaches to the cohort or program version context |
| Curricula / Manage curriculum versions | Academic blueprints are versioned separately; assign the right curriculum version to each cohort |
| Edit a study program | Shared patterns for version-specific Settings |
| Apply | New admissions should target the correct edition and cohort |
Before you start
- Decide a clear Version Name (for example, “2025 edition” or “Updated curriculum 2025”).
- Confirm whether existing cohorts should stay on the current version (almost always yes).
- Prepare any new curriculum version you will assign under the new program version.
- If the program uses cohorts, plan new cohorts for the next wave after the version exists.
- Optionally note updated objective or default study time for the new edition when your process tracks those at version level.
View and switch versions
Open a continuing-education program from OrgHub → Management → Programs → Continuing Education.
Use the version selector in the page header to see all versions for this program.
Select a version to open its Cohorts, Users, Module Planning, Course Planning, and Settings tabs for that version.
When cohorts are enabled, the Cohorts tab lists only cohorts that belong to the currently selected version. Switch versions to see which cohorts use each one.
Create a new version
Open the continuing-education program and click the version selector in the header.
Select Manage versions to open the Versions dialog.
Create a new version and enter a Version Name (for example, “2025 edition” or “Updated curriculum 2025”).
Save the new version. It appears in the version selector alongside existing versions.
After creation, configure Settings for the new version (connected curricula, responsible users, and related details) before opening enrollment or admissions for that edition. You can also rename a version later when the display label needs to change.
What a version can carry
| Aspect | Role |
|---|---|
| Version name | Display label in the selector and lists (for example, “2025 Edition”) |
| Objective | Optional statement of the edition’s learning purpose |
| Default study time | Optional planned duration context for the edition |
| Cohorts | Intake groups created under this version (when Has Cohorts is on) |
| Settings | Version-scoped program configuration staff edit after selecting the version |
Setting the active program version (when your workflow uses an active/default version) determines which version new cohorts default to when no other version is specified.
Which cohorts use which version
| To see… | Do this… |
|---|---|
| Cohorts on a specific version | Select that version in the header, then open the Cohorts tab |
| Version count from the list view | Check the Versions column on the Programs table |
| Settings for a version | Select the version, then open Settings |
When requirements change mid-cycle, keep the current cohort on its existing version and create a new version with new cohorts for the next wave.
When to create a new version
| Situation | Guidance |
|---|---|
| New curriculum or certificate edition for the next wave | Create a new program version; create new cohorts under it (if using cohorts) |
| Typo in program name or ownership change | Edit the current program/version settings rather than adding a version |
| Only one cohort needs a different curriculum | Change that cohort’s curriculum — see Manage cohort curriculum |
| Program is closed entirely | Archive the program rather than adding versions — see Archive a study program |
| Rolling enrollment with no cohorts | Still version when the offering rules change for new joiners; avoid silent edits that rewrite earlier participant context |
Best practices
- Name versions after the edition year or rule set staff will recognize in the selector.
- Always create new cohorts under the version that matches their academic rules — do not reuse an old version for a reformed edition.
- Pair program-version changes with the correct curriculum version assignment at cohort creation.
- Use the Versions column on the Programs table as a quick health check: unexplained growth can mean accidental duplicate versions.
- After creating a version, configure its Settings before opening admissions or bulk enrollment for that edition.
- Coordinate with Apply so application intakes map to the correct CMS edition.
Common pitfalls
| Pitfall | Why it hurts | What to do instead |
|---|---|---|
| Expecting a new version to migrate existing cohorts | Cohorts stay on their original version | Create new cohorts under the new version |
| Creating cohorts under the wrong version | Participants follow the wrong Settings and version context | Switch the version selector before opening Cohorts |
| Editing Settings on an old version for a new policy | New policy never reaches the new edition | Select the new version first, then edit Settings |
| Confusing program version with curriculum version | Wrong layer gets updated | Change program version for offering snapshot; change curriculum version for module blueprint |
| Adding versions instead of archiving a closed offering | Clutter in the selector | Archive the program when it is fully retired |
FAQ
Does every continuing-education program have at least one version?
Yes. Creating a continuing-education program also creates an initial version. Additional versions are optional and added when requirements diverge for new editions.
Can I move a cohort to another program version?
Cohorts remain on the version they were created under. Plan the correct version at cohort creation time.
How do I know how many versions a program has?
Check the Versions column on the Programs table, or open the program and use the version selector / Manage versions dialog.
Do I need versions if Has Cohorts is off?
Versions are still useful when the offering itself changes for new joiners (objectives, curricula, settings). Without cohorts, treat versions as editions of the program rather than intake containers.
Related pages
Manage cohorts
Add a cohort under the correct program version.
Create a continuing-education program
Every new program starts with an initial version.
Manage curriculum versions
Version the academic blueprint assigned to cohorts.
Study program versions
Parallel versioning guidance for degree study programs.