Archive a study program

Hide study programs from active lists in OrgHub while preserving cohorts, users, study plans, and planning data — and unarchive them when needed.

Archiving a study program removes it from the default Programs table view without deleting its data. You can unarchive it later to restore it to active lists. Think of archive as retiring an offering from day-to-day administration while keeping the historical enrollment and planning record intact.

Universities regularly sunset programs: a degree is closed to new admissions, a certificate is replaced, or a pilot offering ends. Archiving matches that practice — the program leaves the active catalog view, but cohorts, memberships, study plans, and linked academic history remain available for records, audits, and occasional reactivation.

Why it matters

Active program lists stay focused on offerings you still administer.
Historical data (cohorts, users, study plans, planning) is preserved, not destroyed.
Unarchive supports temporary retirement or mistaken archive without rebuilding the program.
Reporting and audit trails for a closed qualification remain intact.

Archive is the safe default for “we no longer run this.” Delete is the destructive alternative and cannot be undone.

How it fits

Related area	Relationship
Study programs and cohorts	Programs, versions, and cohorts remain in the model after archive
Edit a study program	Review settings before or after archiving
Create a study program	Add a replacement program if you are retiring an old offering
Program versions explained	Prefer a new version when the offering continues under updated rules
Fuxam Apply	Coordinate admissions: stop publishing application programs linked to a retired offering
Programs and planning	Archived programs leave the default active planning catalog

Before you start

Confirm no new intakes should be created under this program (or plan to use a replacement program / new version on a continuing program).
Coordinate with admissions if Apply still surfaces a linked application program.
Prefer Archive over Delete whenever you might need the data later.
You can archive one or more programs in a single action from the table.
Decide whether successor students belong on a new program version of a continuing degree, or on an entirely new study program.

Archive vs new version vs delete

Situation	Prefer
Degree closed; no future intakes	Archive the study program
Same degree continues under new regulations	New program version + new cohorts; keep the program active
Temporary pause; may reopen	Archive, then Unarchive later
Permanent removal with no need for history	Delete only when certain — cannot be undone

Archive one or more programs

Go to OrgHub → Management → Programs and open the Study Programs tab.

Select one or more program rows in the table.

Open the row actions menu and select Archive.

Confirm the archive action when prompted.

What archiving does

The program is marked as archived and hidden from the default active list.
Existing cohorts, user memberships, study plans, and planning data are preserved.
You can still find archived programs by enabling the archived filter in the table view options, then unarchive them from the same actions menu.

Unarchive a program

Restore a program to active lists when you need to administer it again or when it was archived in error.

Show archived programs using the table view options.

Select the archived program row(s).

Open the row actions menu and select Unarchive.

Confirm when prompted. The program returns to active lists.

Archive vs delete

Action	Effect on lists	Effect on data	Reversible
Archive	Hidden from default active view	Cohorts, users, study plans, planning preserved	Yes — Unarchive
Delete	Removed	Permanent removal	No — cannot be undone

Worked example: closing a certificate pathway

Your institution replaces Certificate in Digital Marketing with a new continuing-education track:

Stop accepting applications — archive or deactivate the linked application program.
Let the last active cohort finish its planned terms (see Cohort lifecycle).
Archive the study program so it leaves the default Programs list.
Create the successor offering (study program or continuing education) with its own code and admissions link.
Keep the archived program available via the archived filter for transcripts and audits.

Best practices

Archive when a program is closed to new activity but historical cohorts still matter for transcripts, audits, or reporting.
Create a replacement study program (or a new version on a continuing program) for successor offerings instead of reusing a retired name ambiguously.
Before archiving, review Settings and note responsible users so ownership of wind-down tasks is clear.
Align with admissions: archive or unpublish related application programs so applicants do not apply to a closed offering.
Use the archived filter periodically to audit which offerings are retired vs still needed.
Do not archive merely because one regulation year ended — that is a version decision, not a program retirement.

Common pitfalls

Pitfall	Why it hurts	What to do instead
Deleting instead of archiving	Irreversible loss of cohorts and study plans	Always prefer Archive unless permanent removal is required
Archiving while Apply still accepts applications	Applicants enter a closed pathway	Close or archive the linked application program first
Forgetting how to find archived rows	Appears as if the program vanished	Enable the archived filter in table view options
Expecting archive to withdraw students	Memberships and study plans remain	Handle enrollment status separately if students must leave the program
Archiving when you only needed a new version	Breaks continuity of the lasting degree record	Create a new program version for reformed intakes

FAQ

Do archived programs keep their cohorts and versions?

Yes. Archiving preserves existing cohorts, user memberships, study plans, and planning data. The program is only hidden from the default active list.

Can I archive multiple programs at once?

Yes. Select one or more program rows, then choose Archive from the row actions menu and confirm.

Is unarchive the same as creating a new program?

No. Unarchive restores the same program record (with its versions, cohorts, and data) to active lists. Creating a new program starts a separate offering with a new initial version.

Should I archive when accreditation changes the next intake only?

Usually no. Create a new program version for the new regulation year and leave earlier cohorts on the old version. Archive when the entire offering is retired.

Edit a study program

Review program settings before or after archiving.

Create a study program

Add a replacement program if you are retiring an old offering.

Manage program versions

Prefer a new version when the offering continues under updated rules.

Study programs and cohorts

Overview of the program, version, and cohort model.