⏲️📦Amazon & CAEL EV deadline extension - Guidelines and Best Practices for Coaches

Please read the whole document before granting an EV deadline extension.

What is an EV extension?

All learners from Amazon and new CAEL learners have 30 days from the date of enrollment to complete a list of requirements to confirm their enrollment with EnGen. We call this the “EV period”.
The list of items to complete, also called “EV criteria,” varies depending on the package:

Package	EV Criteria
Platform + Private Speaking	>= 180 minutes >= 2 private classes for Amazon >= 1 private class for CAEL
Platform + Private Writing	>= 180 minutes >= 1 Writing Workshop submission
Platform + Group Classes	>= 180 minutes >= 1 group class for Amazon >= 2 group classes for CAEL
*Please note:* No learners are enrolled in the package below. Learners may be switched into the Platform + Group Classes package or the package below after not EVing for their original package.
Platform Only (does not include coaching)	60 <= minutes < 180
Deactivated	< 60 minutes

The EV deadline can be found in the learner’s profile in HubSpot, under the property Month 1 engagement deadline:
If learners complete their EV criteria before the deadline, they will automatically confirm their enrollment.
If learners fail to complete their EV criteria within the deadline, they might get deactivated or downgraded to a different package (see EV chat above). This process, known as “Deactivation and Program Change,” is currently being managed by Kenia Hashizume and was previously handled by Mackenzie Campbell.

How to give a learner an extension:

Please update their property's Month 1 engagement deadline to the new EV deadline. This means that you will need to communicate the learner's latest deadline to them clearly.
For “regular” EV extensions of 3-7 days, you do not need to notify Kenia.
For exceptional circumstances, such as EV extensions of more than 1 week, please notify Kenia Hashizume via Slack so she’s aware of this special situation when working on the Deactivation Process.
- For Amazon only: When granting an EV extension, you may also extend the Institutional expiration date by the same length (this must be done separately on the Admin Portal) if you deem it necessary, depending on the reason for the extension. You can use your judgment. (Adam K. approved this in a Key Clients meeting.) Please also inform Kenia Hashizume about institutional expiration extensions beforehand. Please read the next section of the document about valid reasons for an extension.

When to give learners an extension?

Sometimes, learners might need an extension to EV. Coaches can provide learners with extensions under specific circumstances.
The extension must be given before the EV deadline is met.
(There might be some exceptions when the deadline was 1-2 days ago, and if you reach out to Kenia H., she might be able to accept the extension, but this will not always be the case.)
Starting in September 2024, we are going to be strict about extending EV deadlines:
- Please note that learners should contact you proactively to request an extension. They must have a "valid" reason (ex, mandatory overtime at work, Prime Day, peak season, health problem, family emergency, lack of digital literacy that didn’t allow them to activate their account quickly, tech issue on our side, etc.).
- Not paying attention to emails/comms during the EV period is not a good enough reason for an EV extension.
- Similarly, if you notice that a learner's EV deadline is today or tomorrow and they are "close" to EVing but have not contacted you to request an extension, this is also not a good enough reason for an EV extension.

Published by Mariya Mansour

Last update: 3/19/25 by Kenia H.