Understanding Enrollment and Registration

This topic lists prerequisites and common elements, and discusses:

Methods of enrollment and registration.
Enrollment and registration features.
Rules for dropping enrollments and registrations.
Enrollment and registration statuses.

Prerequisites

Before you can enroll learners in classes or register learners in programs, you must:

Set up appropriate payment methods for internal departments and customer organizations.

See Understanding Payment Method Setup.
Define classes.

See Understanding Management of Classes.
Define certification and curriculum programs.

See Understanding Programs.

Common Elements Used in This Topic

(Download)

Click the Generate Spreadsheet button to access Excel and have roster data entered into a spreadsheet.

Methods of Enrollment and Registration

Before learners can participate in a class or program, they must enroll in the class or register for the program. The term enrollment is used for classes and the term registration is used for programs. This distinction is important. Learners need only enroll in classes; they do not need to enroll in the individual learning components for that class. On the other hand, learners must first register for a program, and then enroll in and complete classes for that program to complete the program.

Enterprise Learning Management supports several methods of enrollment and registration:

Individual learners can self-enroll and self-register.

Learners can browse or search the catalog for classes and programs and enroll in the classes and register for the programs directly. After learners register for programs, they can enroll in classes for those programs. Learners can also add classes to their learning plans and enroll in the planned classes later. If there's no enrollment cutoff date for a class, learners can enroll in the class at any time. However, planned classes are not visible in the employee self-service pages after the class end date is met. Learners can register for a program as long as the program has an active status.
Managers can enroll and register direct reports.

Managers can browse or search the catalog for classes and programs in which to enroll and register any team member within the organizational hierarchy. Or, they can add classes to employees' learning plans and enroll the employees in the planned classes later. If there's no enrollment cutoff date for a class, managers can enroll learners in the class at any time. However, the class is not visible in the manager self-service pages after the class end date is met. Managers can register learners for a program as long as the program has an active status.
Administrators can enroll and register individual learners and groups of learners.

Administrators can enroll and register individual learners and small groups of learners through group enrollment and large groups of learners through mass enrollment. Administrators can enroll learners in classes regardless of enrollment cutoff dates.

Note: Learners are eligible to re-enroll in classes after receiving a status of Complete or Incomplete. The system creates a separate record for each enrollment.

Enrollment and Registration Features

Depending on how the system is set up, the following enrollment and registration features can apply:

Approvals

The system might require approval from a manager or administrator before it can confirm enrollment or registration. Administrators are the only individuals who can override approvals. Depending on your rules, administrator approval can be required for some forms of payment.
Prerequisites

Classes and programs might have prerequisites that learners must complete before they can enroll or register. Administrators are the only individuals who can override prerequisites.
Waitlists

Classes can have a capacity limit. When the capacity limit is reached and the waitlist feature is enabled, the system can automatically create a waitlist. If an enrolled learner drops enrollment in the class, the system enrolls the first person on the waitlist automatically, as long as the class start date has not passed. The system does not enroll waitlisted learners automatically after the class start date. After the class start date, the administrator must manually enroll the learner by using the Maintain Class Roster component or move the learner to a new class or learning request through the Class Roster component. Administrators can also change a learner's position in a waitlist and increase the waitlist capacity.

There are no waitlists or registration limits for programs.
Reserved seating

Administrators can reserve seats for learners in classes when they anticipate participation of several learners but cannot identify them. Administrators are the only individuals who can reserve seats and fill the reserved seats.

Programs do not use reserved seating.
Payment methods

Learners, managers, and administrators can select different payment methods during enrollment and registration depending on the system setup and the person that makes the enrollment or registration request.

Note: The system does not prompt learners and managers to select a payment method during enrollment or registration if the class or program does not have an assigned price.
Discounts

Learners can receive discounts on all class, program, and drop currency fees if there is a discount set up for the department or customer organization to which the learner belongs. Discounts do not apply to class, program, or drop fees paid for using training units.
Automated notifications

Many enrollment and registration events generate an automated email notification to learners, managers, administrators, or owners of training unit pools and purchase orders, provided that you enable workflow. For example, learners can receive email when administrators approve their enrollment in classes or when registration in a program is pending approval. The system sends the emails by a batch process that runs at intervals that you specify.

See Sending Enrollment, Registration, and Waitlist Notifications.

Rules for Dropping Enrollments and Registrations

Learners, managers, and administrators can drop a learner's enrollment in a class or registration in a program. However, learners cannot drop classes or programs if they were not the requesters during enrollment or registration. A learner can only drop classes and programs that he or she self-enrolls or self-registers in. When a learner drops a class or program, the system removes it from the learner's schedule.

Classes can have last drop dates. The system charges a drop fee, if one exists, only if a learner drops after the last drop date. You can set up last drop dates for classes as either a specific number of days before or after the class start date, on a specific date, or on the class start date. If you do not specify a last drop date, learners can drop the class up until the class start date. Administrators can always drop a learner's enrollment in a class, regardless of a class's last drop date or start date.

For example, say the drop cutoff date is January 12 and the class starts on January 15. If a learner drops the class on January 12, the system does not charge the learner the drop fee. If a learner drops the class from January 13 to January 14, the system charges the learner the drop fee. Only an administrator can drop the learner on or after January 15.

Note: When no drop rules are defined for a class, learners can drop it at any time, even after it has started.

There are no last drop dates for programs. A learner can drop registration in a program at any time. However, when a learner drops registration for a program, the system does not drop the learner from any class enrollments for the program. For example, say a learner registers for a program and then enrolls in one of the classes for the program. When the learner drops the program, the system does not drop the learner's enrollment in the class for the program. The system displays a warning message to the learner that explains to the learner that she or he must drop any related class enrollments for the program. A drop fee might apply for a program depending on whether you set up a drop fee for the program.

Administrators can modify the drop fees for learners on the class and program roster pages.

Enrollment and Registration Statuses

Each enrollment and registration goes through a series of enrollment or registration statuses—such as planned, pending approval, waitlisted, enrolled, in progress, and completed—as the enrollment or registration progresses. These statuses appear on several of the employee and manager self-service pages, and on the roster and grading pages that are available to administrators and instructors.

The statuses that apply to a particular enrollment or registration record and the conditions that trigger a status change can vary depending on the enrollment and registration options that you enable for the class or program and what type of learning components are in the class. For example, the status of a class with three self-paced learning components changes from enrolled to in progress when a learner launches the first learning component; the status of a class with only one session learning component remains enrolled until you mark attendance statuses or passing statuses for the learner.

Enrollment and registration statuses work in conjunction with completion statuses for learning components; a change to the completion status of a learning component can trigger a change in the enrollment status of a class or registration status of a program. Attendance and passing statuses affect the completion statuses of learning components. Together, these statuses help you track a learner's progress through a class or program.

Note: Several of the enrollment statuses can also be referred to as class completion statuses. These statuses include: enrolled, in progress, completed, and not completed.

See Understanding the Learning Component Completion Engine Understanding the Class Completion Engine.

Enrollment Statuses

This table lists and describes enrollment statuses for classes:

Enrollment Status	Description
Planned	The class is added to the learner's learning plan.
Pending approval	A request is made to enroll the learner in the class. The request must be approved before the system can enroll the learner in the class or add the learner to the class's waitlist.
Pending payment	A request is made to enroll a learner in a class and cash or check is used as the payment method during enrollment. Payment must be received before the administrator can enroll the learner in the class or add the learner to the class's waitlist. A seat is not held for the learner until payment is received. Administrators must manually update the enrollment status to enrolled after they receive payment. If no payment is ever received, the administrator must drop the class manually.
Waitlisted	The class for which an enrollment request is submitted is full. The system adds the learner to the waitlist. The system automatically sets this status upon enrollment if the class is full and the class has a waitlist enabled. Prerequisites must be met (if enforced) and approvals given before a learner can be added to a waitlist.
Enrolled	The system confirms the learner's enrollment in the class. Depending on the type of class, the learner can begin the class or wait for the first scheduled session.
In-Progress	This status implies that the learner has begun the class in some way. At least one learning component has a completion status of in progress, completed, or not completed.
Dropped	The learner's enrollment for the class is dropped. The class no longer appears in the learner's schedule.
Completed	Learner has successfully completed the class. This status is achieved when all required learning components for the class have a completed completion status. If any of the class's objectives have been assigned to the learner with a status of needed, completion of a class automatically updates the status of those objectives to met.
Not completed	Learner has attempted the class but has not successfully completed it. This status is achieved when at least one required learning component has a not attempted, in progress, or not completed completion status by the class end date or by the end of the class's learning period.
Waived	Learner has completed supplemental learning that is equivalent to the class. When a class is waived, and any of the class's objectives were assigned to the learner with a status of needed, the system automatically updates the status of those objectives to met.

Registration Statuses

This table lists and describes registration statuses for programs:

Registration Status	Description
Pending approval	A request is made to register the learner in the program. A manager or administrator must approve the request—depending on the program setup—before the system can register the learner in the program.
Pending payment	A request is made to register a learner in a program, and cash or check is used as the payment method during registration. Payment must be received before the system can register the learner in the program. Administrators must manually update the registration status to registered when they receive payment. If no payment is ever received, the administrator must drop the program manually.
Registered	The system confirms the learner's registration in the program. The learner can begin the program.
In-Progress	This status implies that the learner has begun completion of the program in some way. Usually the learner has enrolled in, received a waiver for, or received historical credit for at least one course in the program.
Dropped	The learner's registration for the program is dropped.
Completed	The learner has successfully completed the curriculum program or has successfully completed the certification program within the required time frame. This status is achieved when each required course and nested program has a status of completed or waived. If any of the program's objectives were assigned to the learner with a status of needed, completion of the program automatically updates the status of those objectives to met.
Expired	The recertification period has expired and the learner has not successfully completed all of the requirements for recertification. Administrators can also expire a learner's certification manually. Note: This status only applies to certification programs.
Not Completed	The learner has attempted the program but has not successfully completed it. The learner did not complete one or more required courses for a certification program within the required time frame. Note: This status only applies to certification programs. A curriculum program stays in the learner's current learning schedule until it is completed or dropped.
Planned	The program is added to the learner's learning plan.
Revoked	An administrator has manually revoked a learner's certification. Note: This status only applies to certification programs.
Reissue	An administrator has manually reissued a learner's expired or revoked certification. Note: This status only applies to certification programs.
Waived	The learner has completed supplemental learning that is equivalent to the program, and a manager or administrator has waived the learner from having to complete it. If any of the program's objectives have been assigned to the learner with a status of needed, the system automatically updates the status to met. Note: A certification program that has been waived is still subject to the program's expiration rules.
Warning	This status can be set automatically or set manually by the administrator. The system sets this status when the learner reaches the recertification period for an expiring program or expiring section of the program. For example, if the certification period is one year and the recertification period is 90 days, the status changes to warning 90 days before the end of the year.