Manage Learners in a Course

Course administrators have several options for managing course participants in learning modules, sessions and programs.

Change a Participant's Overall Status

You can change the overall status for participants for session-based learning types.

When you change a participant's overall status, it may affect their eligibility for competencies and certifications, and could result in new ones being awarded or existing ones revoked. Therefore, the following limitations apply when changing the overall status:

• Only the participant's latest transcript can be changed from a Completed to an Incomplete status.
• If the transcript contributes to one or more programs for the learner, all program transcripts must be set to Incomplete before the sub-module transcript can be changed from Completed to Incomplete.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Locate the appropriate user and select the new status in the Change Overall Status field.

Assign Participants to a Group Training Plan

Course administrators can assign and unassign a Learning Module to the training plans for a group of learners. When you run the group training plan assignment, the course is listed in the learners' training plan and Career Center. Learners are not enrolled into the course or any of its sessions by this process. They can open the Course Details from the Training Plan or Career Center and enroll from there.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Group Training Plan.
4. Click the Select participant(s) link.
5. Select the learners.  You can choose learners based on role, organization, user group or user attributes.
6. Click OK. The learners selected are listed in the Select participant(s) box.
7. If the learning module has previously been assigned to a learner, the assignment details are updated by default when you assign it again. To keep the previous assignment details, such as the requested completion deadline, clear the Update existing plans check box.
8. To notify the selected learners by email that the learning module has been added to their training plan, click the browse icon to select an appropriate notification email template.
9. Optionally, enter a comment that appears in the learners' training plans.
10. Select a priority from the drop-down list to indicate to the importance of taking the course. The priority is shown in the learners' training plans.
11. Optionally, select a date by which you would like the learners to have completed the course. The priority is shown in the learners' training plans.
12. Click Execute group plan assignment.

Group Enroll or Withdraw Learners

Course administrators can group enroll learners in a course session individually or based on role, organization, user group and user attributes. Learners can also be group withdrawn.

When users are group enrolled, the learning module's enrollment policy is ignored and you can bypass enrollment restrictions on a session.  Additionally, payment requests are bypassed, therefore the course is offered for no charge.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Group Enroll.
4. Click the Select participant(s) link to select the appropriate learners.
5. Select the learners to include in the group enroll and click OK. The selected learners are listed in the Select participant(s) box.
6. Take one of the following actions:

7. Click the Suppress automatic emails checkbox to prevent sending related automatic emails.
8. Select the Override? checkbox to bypass enrollment restrictions and checks for valid enrollment.
9. Select the Perform prerequisite checks? checkbox to run the appropriate checks before enrolling users. Learners who fail to meet the prerequisites are not enrolled.
10. Clear the Ignore Schedule Conflicts checkbox to exclude learners from group enrollment if the course conflicts with another course they are enrolled in.
11. In the Charged Cost Center field, enter the appropriate cost center (if required).
12. Click Execute group enroll to start the group enrollment process. The Group Enrollment status page opens in a new window and lists the learners who were selected for group enrollment and their enrollment status (whether successful or not).

Update Program Session Enrollment

When the structure of a program session changes, it is sometimes necessary to explicitly update enrollments to reflect the new structure. Session Enrollment Update re-runs enrollment processing for the session.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Session Enrollment Update.
4. Select the options for the enrollment update:

5. Click Execute session update. 

Enrollment Substitution

Enrollment substitution is available only for the Learning LMS license.

Enrollment substitution enables you to replace a participant enrolled in a session with another participant. To substitute a participant, the following prerequisites must be satisfied:

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Take one of the following actions:

5. Be sure the Send Notification Email checkbox is selected if you want notifications to be sent.
6. Click Substitute.

Re-enroll Participants in an Alternative Session

Learners can reach a terminal enrollment status that does not attain credit, such as Dropped from Waitlist, Failed or No Show. If the course is mandatory, course administrators can re-enroll those learners in an alternative session, either individually or in bulk.

You can re-enroll participants in an alternative session only if they do not already have an active transcript status for the same learning module in their course history record.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Take one of the following actions:

5. Select an alternative session from the drop-down list and click Enroll. The dialog closes and the Group Enrollment page opens with the participant(s) pre-selected for enrollment in the selected session
6. Click Execute group enroll to complete the re-enrollment.

Transfer Participants to Another Session

You can transfer participants from one learning module session to another, as long as they have not completed their current session.  

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Locate the appropriate participant. Click the action menu and select Session Transfer.
5. Select a new session and click Transfer. 

Participants who have been transferred to a new session receive an email notification.

Update a Participant's Deadline

You can update the course session completion deadline for one or more participants who have one of the following transcript statuses: Waitlisted, Not Started, In Process, Pending Approval.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Take one of the following actions:

5. Change the enrollment deadline. You can remove an existing deadline, set the deadline to a specific date, or set the new deadline at a specified number of days after the enrollment date.
6. Click Preview to see the new course completion deadline for each participant.
7. Click Update.

Email Course Participants

Course administrators can send one-off emails to session participants from Learning Module sessions.  You can create a custom email to send to multiple participants, or send a standard email notifications to individual participants.  The choice of standard emails will depend on the email templates selected in the sessions email preferences.  Depending on set up, one or more of the standard notifications is available: 

An email template must be specified for each type of notification.

1. Go to Manage Center > Learning > Catalog General Settings > Learning Modules. Locate the appropriate learning module and open it for editing.
2. Click Session Properties and select a session.
3. In the Session Properties tab, click Participants.
4. Take one of the following actions:

Indicated Interest List

Indicated Interest List Administration allows you to review all learners who have indicated interest in any course.  From the Indicated Interest List Administration page, you can email users and remove them from the lists.

1. Go to Manage Center > Learning > Catalog General Settings > Indicated Interest Administration.
2. The following administrative options are available: