Enrollment

You can configure enrollment policies and auto-enrollment settings to manage how your learners enroll in learning modules.  You can also set enrollment limits based on facility.

Enrollment Policies

Enrollment Policies determine the process by which learners can enroll in courses.  Policies are configured and managed in the Manage Center, and can then be assigned to learning modules to determine their enrollment processes.  You can create multiple policies based on any number of factors.  For example, you may want to have a specific enrollment policy for classroom-based courses.  Or you may want to have two general enrollment policies; one that requires approval and another that does not. The LMS gives you the flexibility to address your organization's specific enrollment needs.

A default enrollment policy is provided in the system.  The default policy does not require an approval process and is assigned to new courses automatically.  It is a good option to use it in courses where you will allow learners to self-enroll, eliminating the need for approval by a manager, supervisor or other reviewer.

Create an Enrollment Policy

First, you'll create an enrollment policy and configure the summary information and details.  After you have saved it, you can configure additional details like approval steps and withdrawal procedures.

1. Go to Manage Center > Learning > Enrollment Settings > Enrollment Policy Editor.
2. Take one of the following actions:

3. Configure the main policy details as described in the table below.

4. Click the save icon. Additional configuration options will be generated where you can further manage details about the policy.

Manage the Withdrawal Details

Here, you can create parameters around the withdrawal process for the enrollment policy.

1. In the Enrollment Policy Editor, expand the appropriate policy and click Edit withdrawal details.
2. Configure the withdrawal details as described in the table below. 

3. Click the save icon.

Capture Additional Enrollment Information

You can configure the policy to collect additional information from learners who enroll.  For example, you might want to capture if the learner will need travel arrangements such as a flight or hotel accommodations.  The LMS contains several additional information fields out-of-the-box.  You can also create custom fields for this purpose.  For additional information, please see Additional Enrollment Info Fields.

1. In the Enrollment Policy Editor, expand the appropriate policy and click Edit additional enrollment information.
2. A list of available fields is provided.  Each entry shows the field name, field type (text, checkbox, etc.).
3. Click the checkbox for each field type to include with the enrollment.  To make a field mandatory, click Mark as Required.  Some fields cannot be marked as required.  When this is the case, the field description will say Optional Only.

4. Click the save icon.

Manage Approval Steps

You can set up multiple approval steps for learner enrollment in a course. In each step, you can assign an approver, set up approval email communication and define a deadline for automatic approval or denial.

1. In the Enrollment Policy Editor, expand the appropriate policy and click (Add a step).
2. Configure the approval step details as described in the table below.  

3. Click the save icon.

By default, multiple approval steps are in the same order as they were created. Click Edit steps ordering and use up and down icons to reorder the steps. Note that you do not need to save the screen to save the order.

Delete Enrollment Policies

Enrollment policies can be deleted one-at-a-time or you can delete multiple policies in batch. 

• To delete a single policy, open the appropriate policy and click the delete icon.
• To delete multiple policies, click the bulk delete icon.  Select the check boxes of the policies you would like to delete and click OK.

Default Policy and Default Two-Step policies can't be deleted. Additionally, policies that are in use in a course can't be deleted.

Auto-Enrollment

The LMS gives you the option to automatically enroll learners in classes based on specific criteria.  For example, you may want to enroll employees who have been with the company for a certain number of years in a training program.  You can set the auto-enroll feature to periodically check employee records against the criteria and then automatically enroll them when criteria is met.

While auto-enrollment critera for a specific course is configured in the course's session properties, general auto-enroll settings are managed in the auto-enroll console.  Here, you can configure settings for the auto-enroll scanning interval, view user lists and check the auto-enrollment log.

Accessing the Auto-Enroll Features

To access auto-enroll features, go to Manage Center > Learning > Enrollment Settings > Auto-Enroll Console.  The following options are available:

• Auto-Enroll Console
• Auto-Enroll User Listing
• Auto-Enroll Log
• Auto-Enroll Statistics

Click the appropriate option based on the task you are performing.  Alternatively, you can tab between the options when you open the console.

Configure Auto-Enrollment Scanning at Login

You can enable the system to scan users for course auto-enrollment automatically upon login and set the intervals at which this scan will take place.

1. On the Auto-Enroll Console tab, make sure the Turn on Online/Login Auto-Enroll checkbox is selected.  This enables the functionality.
2. Select an option in the drop-down field to specify when to check user accounts agains auto-enroll criteria.
3. Enter a value in the Interval (sec) for Processing Auto-Enrollments at Log-In field.

Altering this setting affects the timestamp criteria for each course. You can trigger a re-scan for a particular course by adjusting the selection criteria in the session's auto-enroll properties. Similarly, updating any user properties in the user editor prompts a re-scan for that user, resetting timestamps for both users and courses.

4. Check the Enable online SubModule handling check box to include scanning for automatic enrollment into sub-modules within ongoing programs.
5. Click Save. You can process users immediately by clicking Process Recently Updated Users Now.

Configure Offline Auto-Enrollment Scanning

You can also enable the system to scan users who haven't logged for auto-enrollment.  These users will receive email notifications of enrollment.

1. On the Auto-Enroll Console tab, click the Offline Bulk Auto-Enroll checkbox.  This enables the functionality.
2. Select an option from the drop-down field to specify when the LMS checks user accounts against auto-enroll criteria.
3. Click Save. You can process users immediately by clicking Process Recently Updated Users Now.

View a List of Auto-Enrolled Users

The Auto-Enroll User Listing tab provides a list of users who have been auto-enrolled. The list includes the module ID, the user's name, module status and enrollment date.  By default, all auto-enrollments are shown, but you can filter the list by learning module and enrollment dates.

1. Click Select in the Learning Module field to search for and select the appropriate module. Please note that you can only select one module at a time.
2. Enter a start date/time and end date/time to enrollments within that timeframe.
3. Click Filter. 

Manually enrolled users are not included in the list.

View a Log of Auto-Enrollments for the Last 30 Days

The Auto-Enroll Log tab provides an overview of the enrollment processing for the last 30 days. The list includes user name, learning ID, session ID, event time and additional messages such as confirmation of successful enrollment.  By default, all auto-enrollments are shown, but you can filter the list by user, module and enrollment dates.

Enter values in the fields as necessary and click Filter.

View Courses Configured for Auto-Enroll

The Auto-Enroll Log tab provides a list of learning modules with configured auto-enroll criteria.  By default, all courses are listed, but you can filter the list by module ID and auto-enroll activation date.

Enter values in the fields as necessary and click Filter.

View Auto-Enroll Statistics

You can view a roll up of auto-enrollment processing statistics (number of users waiting in the queue. average processing time, etc.) on the Auto-Enroll Statistics tab.

Enrollment Limits Based on Facility

You can base the limit for the maximum number of enrollments in a physical class on the capacity of the training facility hosting it. This enrollment limit also takes into consideration other enrollments that might have taken place for other courses using the same facility at the same time. If a facility's maximum number of seats is set to zero, this is interpreted as not having a limit.

Seats Remaining Calculation Logic

Suppose a course session uses the dynamic enrollment limit (that is, based on facility) and all its separate classes are held at one facility. If there are other sessions sharing the same facility at the same time, the seats remaining for this session can be described by the following formula:

However, if the course session's classes are held in different facilities then the calculation becomes:

This is more easily demonstrated via some examples.

Scenario A

Facility F1 has only 30 seats. 

Sessions S1, S2 and S3 have classes all located at F1 on the same day, with their schedules overlapping. Suppose that each session has 10 learners enrolled.

The following diagrams show the classes' start and end times and how they overlap.  

Example 1

S1 (10:00-11:30)      ——————  

S2 (09:00-11:00)  ————————    

S3 (10:45-12:00)         —————

In this example, since there is a period in time when all three classes are in the same facility, all 30 seats in the facility have effectively been used up and no more enrollment can be accepted for any of the three sessions.

Example 2

S1 (10:00-11:30)      ——————  

S2 (09:00-11:00)  ————————    

S3 (11:15-12:30)           —————

In this example, at any point in time, there is at most 20 learners in the facility, therefore, the number of seats which remain available for enrollment is 10.

Scenario B

Consider the more complicated scenario where one session has two classes held at different facilities:

• Facility F1 has 30 seats. Facility F2 also has 30 seats.
• Sessions S1, S2 and S3 each have a class located at F1 on Day 1, with their schedules overlapping.
• Each session has 10 learners enrolled.
• Session S1 has an additional class located at F2 on Day 2. 

The following diagrams show the classes' start and end times and how they overlap.

At facility F1 on Day 1:

S1 (10:00-11:30)      ——————    

S2 (09:00-11:00)  ————————      

S3 (11:15-12:30)           —————

At facility F2 on Day 2:

S1 (10:00-11:30)      ——————    

In this example, although facility F2 has 30 seats available for the single session on Day 2, there are only 10 free seats available for enrollment at any time on day 1 for sessions S1 and S2. Therefore, the maximum number of seats remaining for enrollment in session S1 is 10, because the participants will be attending both days.

Scenario C

Facility F1 has 30 seats. 

Sessions S1, S2 and S3 have classes located at F1 on Day 1, with their schedules overlapping. Each session has 10 learners enrolled. 

In addition, S1 has another class located at F1 on Day 2, and so does session S4, which has 20 learners enrolled. 

At facility F1 on Day 1:

S1 (10:00-11:30)      ——————    

S2 (09:00-11:00)  ————————      

S3 (11:15-12:30)           —————

At facility F1 on Day 2:

S1 (10:00-11:30)      ——————    

S4 (09:00-11:00)  ========      

In this example, since no more enrollment is possible for S1 on Day 2, it is not possible to enroll another learner for S1 even though 10 seats are available on Day 1.

LMS Functions that Use Seats Remaining Calculations

The seat availability logic is used by the following LMS features:

• The available number of seats for enrollment, as displayed in the LMS or retrieved via the API.
• The enrollment process
• Waitlist handling

In the example in Scenario C, if waitlisting is enabled with automatic upgrade, and one of the enrolled learners decides to withdraw from session S4, then it is possible for a waitlisted learner of either S1 or S4 to become enrolled. The order upgrade precedence depends on who joined the waitlist first.

Scenario D: Waitlist Upgrade

Facility F1 has 5 seats.

Session SA has a fixed enrollment limit of 2 while session SB has a dynamic enrollment limit. 

Their classes are both located at F1 at the same time and both sessions have the waitlist option set to Automatic Upgrade. 

Two learners are enrolled in session SA and three learners are enrolled in session SB. Further enrollment attempts will result in learners being waitlisted. 

The following examples show how the order in which learners are waitlisted can affect the auto-upgrade result.

Example 1

Learner B attempts to enroll onto session SB and is waitlisted. 

Learner A attempts to enroll onto session SA and is waitlisted. 

Now if a learner withdraws from session SA, both learners A and B will be upgraded and become enrolled onto sessions SA and SB respectively. This is because the upgrade logic considers all waitlisted users in both sessions SA and SB since they are located at F1.
 
As learner B is wait-listed before learner A, they are considered first, using the dynamic enrollment limit on session SB. A spare seat at the facility F1 means learner B can become enrolled. Next, learner A is considered using the fixed enrollment limit of 2. After the withdrawal, there is only one learner in session SA so learner A is upgraded.

Example 2

Learner A attempts to enroll onto session SA and is waitlisted.

Learner B attempts to enroll onto session SB and is waitlisted.

In this situation, if a learner withdraws from session SA, only learner A is upgraded:

• As learner A is waitlisted before learner B, they are considered first, using the fixed enrollment limit of session SA.
• After the withdrawal there is only one learner in session SA so learner A is upgraded. Now learner B is considered, using the dynamic enrollment limit for session SB. After the learner A is enrolled, the facility is full again so learner B remains waitlisted.

However, if a learner withdraws from session SB, only learner B is upgraded:

• As learner A is waitlisted before learner B, they are considered first, using the fixed enrollment limit of session SA. As there are still two learners in session SA, learner A remains waitlisted.
• Now learner B is considered, using the dynamic enrollment limit for session SB. A spare seat at the facility F1 means learner B can become enrolled.