Enrolments

Introduction

Users can be enrolled in Catalogue Items by other authorised Users using several methods. These methods create a User Enrolment in the Catalogue Item(s).

Please refer to Enrolment Methods for more information.

Thus, in much of the Enrolments section of the Janison Academy, authorised Users do not actually add Enrolments, but rather they search for, inspect, modify and delete existing Enrolments.

They can view

• User details
• the Catalogue item the User is enrolled in
• creation date of the Enrolment
• completion date of the Enrolment
• status of the Enrolment
• attempts of the Enrolment
• progress details of the Enrolment (via View More)

A user is enrolled in a catalogue item or program and not in individual learning assets.

Enrolments can be accessed by selecting Manage Learning > Enrolments. All enrolments will be listed on the resulting screen.

You can sort the list of Enrolments by clicking the heading names. You can sort by the column headers including: Name and Username, Catalogue Item, Date Created, Date Completed, Status, or Attempt.

Search for user enrolment

1. Go to Manage Learning > Enrolments
2. Expand the Search for User by name, email or username
3. Enter the username, email or name
4. Enter the catalogue item name
5. Select other filters as required
6. Click Search

Deleting a user enrolment

To delete a user enrolment:

1. Go to Manage Learning > Enrolments
2. Search for user
3. Select the check box to the left of the user enrolment in the specific catalogue item
4. Click Delete

Note enrolments using payment gateways cannot be deleted.

View More about an enrolment

Authorised users can View More on a user enrolment.

1. Go to Manage Learning > Enrolments
2. Search for user
3. Click the View More icon  in the Attempt column

When you access the View More UI on the enrolment you can see:

• Enrolment details including:
  • Status
  • Created
  • Start Date
  • Due Date
  • First Visit
  • Completed Date
  • Expiry Date
  • Score
  • Comments
• Program Components
  • This lists the components and progress status of each item.

Other available options that are displayed pending enabled plugins include:

• CPD Points
• Progress Details
• Enrolment Purchase Details
• Competency Progress
• Extended Information (enrolment custom attributes).

Note that a user enrolment that is incomplete or not attempted can have the status changed from this screen.

Edit User enrolment

Authorised users can Edit a user enrolment.

1. Go to Manage Learning > Enrolments
2. Search for user
3. Click the View More icon  in the Attempt column
4. Click Edit Enrolment
5. Change details as required
6. Click Save Enrolment

Enrolment Summary

You can view a user enrolment details from the user profile page also.

1. Go to Manage People > Users
2. Search for and select User
3. Expand the Enrolments Summary section
4. Click Manage Enrolments
   Note this is a link to the Manage Learning > Enrolments screen.

Enrolment Methods

There are several ways to enrol a user including:

Assign learning wizard

The assign learning wizard allows you to assign learning to a user, group, organisation or organisation unit. Please refer to
Assign Learning for more information.

Import learning history

Importing an Excel spreadsheet containing Enrolments data.
Note that this method also allows the Enrolment Status to be set to a variety of values.

User Enrolment Rules

Creating and running
User Enrolment Rules that select specific Users and automatically enrol them in specific Catalogue Items.

Self-enrolment

The user browses the catalogue item and selects the enrol button. Please refer to Self-enrolment settings for available options.

Consequent Enrolment Change

This is set on catalogue items and will auto-enrol users into selected catalogue items on completion of current enrolment Please refer to consequent enrolment changes for details.

Manual enrolment

There is an option within a catalogue item to quick add an enrolment. This is usually used to enrol review members or sample students for testing. No notifications are sent using this method.

View More about an Enrolment

Select Manage Learning > Enrolments and click the View More icon for an Enrolment

A new screen will open in a separate window. This screen shows the enrolment details in the Catalogue Item for that User and allows you to view and edit the status of the Enrolment.

Note that a Status of Not Attempted means that the User has not started the Catalogue Item; Incomplete means that they have started it but not yet completed it.

• Click Change to change the Status if desired. Change options include:

• • Incomplete
  • Complete– this will force the completion of the Enrolment only and not affect the Learning Asset completion or progress. Test attempts will be cancelled and not marked.
  • Cancel – this will cancel the Enrolment. Any in-progress work such as test attempts will not be marked. Learning Asset progress will be cancelled.

• Click the chevrons next to Progress Details, Enrolment purchase details and/or Recent activities to view this information.
• Click Edit Enrolment to further edit the Enrolment (see Edit User Enrolment.

Search User Enrolments

The Search feature allows you to quickly find a User and their enrolment(s) and is useful for filtering the list when there are a large number of User Enrolments.

Select Manage Learning > Enrolments

1. Click Search for User by name, email or Username and a search field will appear.
2. Enter User search word, or
3. Enter Catalogue search word – leaving this blank will return all Catalogue items for the User
4. Complete Created After or Created before

You can filter the search by status of the Enrolment:

• All
• Cancelled
• Not Attempted
• Incomplete
• Overdue
• Completed
• Pending

5. Click Search.
6. The search results will appear in the Display Name column.
7. To perform another search click Reset Search.

Edit User Enrolment

Sometimes it is necessary for an administrator or authorised staff member to delete a User Enrolment or to edit User Enrolment details, e.g. to check Competency progress or to add a Competency (if, for example, a User completed a Catalogue Item before the Competency was attached to it).

To edit a User Enrolment select Manage Learning > Enrolments, locate the required User Enrolment and click the View More icon

The next screen shows the enrolment details for the User Enrolment in the Catalogue Item

1. The dates, comments and points involved can all be edited in this screen
2. Competency can be added to this Enrolment: select each Competency and click the plus icon to add it
3. Click Save Enrolment to save these updates
4. To delete the entire Enrolment click Delete Enrolment then click Yes in the dialogue box. The Enrolment has now been removed from the Catalogue Item. Note that deleting an Enrolment for a User will also remove their progress for the Learning Asset.
   

Recognition of Prior Learning (RPL)

Recognition of Prior Learning (RPL) allows an administrator to mark a User as competent or compliant if the User has achieved the requirements through an external provider or in some other manner.

Note that RPL is not enabled by default. To enable it select Settings > Tenant Settings > Miscellaneous > Enable RPL

Steps to creating an RPL record

To create RPL for a User against a Catalogue Item:

1. Select 
   Manage Learning > Enrolments
   
   
2. Click RPL.
3. Complete the form as required
   • Catalogue Item
   • User
   • Completed Date
   • Comments
   • Points Allocation
   • Option to include Consequent Enrolment Expiry. Please refer to Consequent Enrolment Changes for details on this option
4. Click Save RPL
   

Complete Enrolments and Learning Assets

The status of an enrolment can be changed, if needed. Note that changing an enrolment’s status impacts on the learning assets within the enrolment.

The status of individual learning assets can also be changed.

Enrolment status definitions

Enrolments can have one of the following states:

• Not Attempted – The learner has not yet started the catalogue item.
• Incomplete – The learner has started, but not yet completed the catalogue item.
• Complete – The learner has completed the catalogue item.

Enrolments can be cancelled. Cancelled enrolments are no longer listed on the Enrolments screen.

Impact of changing enrolment status

Changes can be made to the status of an enrolment if it is currently in a Not Attempted or Incomplete state. Changing the status will have the following effects:

• Changing status from Not Attempted to Incomplete – The catalogue item will now appear as started but not yet complete.
• Changing status from Not Attempted or Incomplete to Complete – Will force the completion of the enrolment. The catalogue item will appear as complete, but course progress will not be changed. Any test attempts will be cancelled and not marked.
• Changing status from Not Attempted or Incomplete to Cancelled – The enrolment and course progress will both be cancelled. Any activities in progress, such as test attempts, will be cancelled and not marked.

To change the status of an enrolment

1. Navigate to Manage Learning > Enrolments.
2. The Enrolments screen will display, showing a list of enrolments. Select the View more icon next to the required enrolment.
3. The Enrolment screen will display. The enrolment Status:
   • can be changed if it is currently Not Attempted or Incomplete
   • can’t be changed if it is currently Completed or Cancelled.
4. Select Change and select the required status from the list.
5. Review the Enrolment popup and select Yes to confirm the change, or No to cancel without making the change.
6. If the change is confirmed, the Enrolment screen will refresh and the new status will display.

To change the status of a learning asset

1. Navigate to Manage Learning > Enrolments.
2. The Enrolments screen will display, showing a list of enrolments. Select the View more icon next to the enrolment containing the required learning asset.
3. The Enrolment screen will display. Select Program Components to expand the list of learning assets within the enrolment program.
4. Select the edit icon next to the required learning asset.
5. The Asset Details popup will display. The asset’s Status:
   • can be changed if it is currently Not Attempted or Incomplete
   • can’t be changed if it is currently Completed or Cancelled.
6. Select Change and select the required status from the list.
   • If changing the status to Completed, a Start Date and a Completed Date must be entered. Note that the Completed Date will default to the current date once the Completed status is selected from the list, but can be changed if needed.
   • If changing the status to Incomplete, a Start Date must be entered and Completed Date left blank.
7. Enter a start date
   • If the status is changed to Completed, the Completed Date will default to the current date. This can be changed if needed.
8. Review the Enrolment popup and select Yes to confirm the change, or No to cancel without making the change.
9. If the change is confirmed, the Enrolment screen will refresh and the new status will display.

Import Learning History

User Enrolments can be created by uploading the Enrolments data from an Excel spreadsheet.

A Template is available from this section. The first page (Data) has the headings for the fields involved and a row of example data. The second page (Supported Attributes) gives an explanation of the fields and indicates which are mandatory (OwnerId, User Id and Lesson Status).

Note: To import custom attributes, add them as additional columns to the template.

Note: When importing new records, the system will check for duplicates based on the Catalogue ID (OwnerId), User Id, Status (Lesson Status), Date Completed, and Date Created. If a record exists against the user’s history, the system will consider that a duplicate and not create a new record.

If you want to include custom attributes in your import, please add then as additional columns in the template.

The learning history template

To import learning history for one or more users you will need to complete the spreadsheet template. This is available from Manage Learning > Enrolments > Import Learning History

Note: It is advisable to do a sample import into a test site prior to importing to your production site.

Supported attributes for the template:

Note: The order of columns in the spreadsheet does not matter. The column name must be as outlined in the above table e.g. User Id cannot be UserID.

Steps to importing learning history

To Import Learning History select Manage Learning >Enrolments

1. Click Import Learning History
2. Click Template to download the sample file,
   • Save the template on your local device or network storage location
   • Complete the spreadsheet as required
   • Save your file
3. Enable options if required:
   • Allow custom attribute list item creation
   • Overwrite existing enrolments
4. Include required email address
5. Click Select File and choose your completed file from local device or network storage location
6. Click Import and email result.