We are breaking down the LMS clean-up project into manageable monthly tasks. At the beginning of each month, you will receive an Excel file with instructions and specific content details related to that month’s focus.

Your role will be to review the spreadsheet and determine whether the listed items should be kept, removed, or modified within the given time frame. We'll cover the full process in more detail during our kickoff meeting.

Each task includes a due date to help keep the project on track. That said, early completion is strongly encouraged and greatly supports the overall progress of the project.

Administrators will use an Excel document provided to complete their content review. The document will be sent to you by email at the beginning of each month. Here are instructions on how to navigate it:

• Each tab in the spreadsheet corresponds to specific LMS tasks (e.g. Course Activities, Audiences, Reports, etc.)
• Inside each tab, administrators will see a list of items currently in the LMS.
• For each item, determine whether it should be:
  • Kept – still in use and relevant.
  • Removed – No longer needed.
  • Modified – Needs updates or changes.
• Administrators will use the columns provided to indicate their decision and add any helpful notes.
• As administrators complete each task, they will return it to the Systemwide (SW) LMS Team. Sending the file back allows SW LMS Team to start removing any content from CSU Learn.
• The SW LMS Team will manage all removals and modifications in CSU Learn. However, if a campus prefers to make the changes on their own, they are welcome to do so. They will just need to notify the SW LMS Team so we can stay aligned.

Each campus uses assignment group folders to manage courses that require manual assignment. These folders must be reviewed for relevance.

September 2, 2025 – September 30, 2025

Refer to the Organizations Tab in the Excel document and when reviewing the organizations, consider the following:

1. Does this organization have any users in it or is it empty?
   1. To see if there are users in the organization, click on Users (#1) to view the information.
      1. If there are no users or fewer than three users in this organization, consider removing or modifying the organization.
2. Are the organizations attached to any audience?
   1. To see if an organization is tied to an audience, click on Audiences (#2) to view the information.
      1. If there is no audience or assignment attached to the organization, consider removing the organization.
3. Are the organizations attached to learning activities?
   1. To see if an organization is tied to a learning activity, click on Learning Activities (#3), go to Assignment Type (#4) and select Required organization assignments (#5) to view the information.
      1. If the organization is attached to a learning activity, consider modifying the assignment by adding the organization to the audience and assigning it through the audience.
4. Update the Action column in the Excel document with the appropriate decision (i.e. Keep, Modify, or Remove).
5. Send the file back to the SW LMS Team when finished.

Each campus maintains its own audience rules for training assignments and reporting. These must be reviewed to ensure they are still relevant.

October 1, 2025 – October 31, 2025

Refer to the Audience Tab in the Excel document and when reviewing the audiences, consider the following:

1. Are there any duplicate audiences (one for the assignment/one for reporting)?
2. Are the audience attached to activities?
   1. To see if an audience is tied to an activity, go to the audience, select Learning Activities (#2), click on View (#3), and select All audience assignments (#4) to view the information. If there is nothing listed under All audience assignments(#5), that means the audience is not being used for an assignment.
3. If the audience is not being used, can it be removed from the system?
4. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
5. Send the file back to the SW LMS Team when finished.

Each campus maintains its own folder containing ad hoc reports, standard reports, and report schedules. These must be reviewed to identify and remove any outdated or unused files.

November 3, 2026 – December 23, 2026

1. Campus administrators are responsible for reviewing their report folders to determine which reports should be kept, modified, or removed.
2. To find out who owns the report schedule, refer to the Scheduled Reports tab in the Excel document.
   1. If the owner is no longer working with the University, comment on the Notes column, and the SW LMS Team will update the owner of the report schedule.
3. If additional support is needed, the SW LMS Team can schedule working sessions to review your campus report folders together.

Campuses maintain various course activities for user training. These include ILT courses, curriculums, SCORM modules, YouTube or webcast content, etc.

January 5, 2026 – January 30, 2026

Refer to the Activities tab in the Excel document and when reviewing the activities, consider the following:

1. Is this activity still being used?
2. Are completion rosters updated?
   1. To see if the roster is updated, go to Roster Management Tab on the excel document to view ILT classes that have users listed as registered.
   2. To update their status to attended, canceled or no-show on the roster, review How to Update a User’s Status article.
3. Can duplicate or outdated versions be merged, removed, or inactivated?
   1. If you want to retire a course, you can follow the Retiring Activities instructions or make a comment under the Notes column.
   2. If you want to merge or remove a course from the system, make a comment under the Notes column and the SW LMS Team will work with you.
4. Does the course owner need to be updated?
5. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
6. Send the file back to the SW LMS Team when finished.

Activities in CSU Learn can have custom notifications attached to them. Campuses maintain their custom notifications.

February 2, 2026 – February 27, 2026

Refer to the Notifications tab in the Excel document and when reviewing the notification templates, consider the following:

1. Is the contact information in the notification outdated?
2. Are any external links broken or outdated that are in the notification?  
3. Is this notification still attached to the activity?
   1. To see if the notification is attached to the activity, you will need to go to Learning Activities to search for the activity. Once you find the activity, you can click on Edit, scroll down to Notifications > System (#3), change View to Active (#4), and under Notification Template (#5), you will see if the template is attached to the notification.
4. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
5. Send the file back to the SW LMS Team when finished.

Campuses are responsible for granting administrative access within the LMS. Each campus must ensure that access is appropriately assigned.

March 2, 2026 – March 31, 2026

Refer to the Security Roles tab in the Excel document and when reviewing the report, consider the following:

1. Have anyone's responsibilities changed within the past year?
2. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
3. Send the file back to the SW LMS Team when finished.

ILT activities use locations when scheduling training. Campuses maintain their own lists of locations that are for in-person or virtual training sessions.

March 2, 2026 – March 31, 2026

Refer to the Locations tab in the Excel document and when reviewing the locations, consider the following:

1. Are the Zoom locations still being used?  
2. Are the Zoom links outdated?
3. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
4. Send the file back to the SW LMS Team when finished.

ILT activities use facilities to create different locations. Campuses maintain their own lists of facilities that are for in-person or virtual training sessions.

March 2, 2026 – March 31, 2026

Refer to the Facilities tab in the Excel document and when reviewing the facilities, consider the following:

1. Are the Facility names still relevant?
2. Are the Facility still being used?  
3. Update the Action column with the appropriate decision (i.e. Keep, Modify, or Remove).
4. Send the file back to the SW LMS Team when finished.