Administering Registration-Related Tasks

This topic provides an overview of program rosters and discusses how to:

Search for program rosters.
Update learner registration and certification status.
Review learner registration details and update certification dates.
Document reasons for updating registration status.
View learner progress.

Pages Used to Administer Registration-Related Tasks

Page Name	Definition Name	Navigation	Usage
Administer Program Rosters	LM_PRG_RSTR_SRCH	select Enterprise Learning, then select Learner Tasks, then select Administer Program Rosters, then select Administer Program Rosters	Search for and access program rosters.
Program Details	LM_PRG_SUMM_PG	Click a program title link on the Administer Program Rosters page.	View detailed information about the program including the completion rules, objectives, prerequisites, and notes and attachments.
View Curriculum Roster View Certification Roster	LM_PRG_ROSTER	Click the Roster button for a program on the Administer Program Rosters page.	View a program roster and update the program status for one or more learners.
View Curriculum Roster (learner details) View Certification Roster (learner details)	LM_RSTR_DET	Click the Details link for a learner on the View Curriculum Roster page or the View Certification Roster page.	Update a learner's program status and certification dates. You can also view a history of the learner's registration status, and payment information.
Group Action Summary	LM_GPR_ACT_SUMMARY	Select a group action for a group of learners on the View Curriculum Roster page or the View Certification Roster page and click Go.	View the list of learners for whom the selected status change is not applicable. Confirm the status change for the other learners.
Status Details	LM_PRG_RST_GRP_ACT	Click Continue on the Group Action Summary page. Select a new status for a learner on the View Curriculum Roster page or the View Certification Roster page.	Confirm a requested change to the learner's registration status.
Update Confirmation	LM_PRG_REG_CONF	From the Status Details page, click the Save & Submit button.	View a confirmation of a status change.
Payment Details	LM_PYMT_DTLS_REG	Click the Payment Details link the View Certification Roster (learner details) page or the View Curriculum Roster (learner details) page then click the Edit Payment Details button.	Edit payment information for a learner.
Certification Progress Curriculum Progress	LM_PRG_PROGRESS	Click the Learner Progress link the View Certification Roster (learner details) page or the View Curriculum Roster (learner details) page.	View section requirements and the learner's progress.
Ad hoc Program Notifications	LM_PRG_NOTIF	On the View Curriculum Roster page or the View Certification Roster page, select a group action of Send Notification and click Go.	Send email messages about the program to learners and other interested parties.

Understanding Program Rosters

Administrators can use the Administer Program Rosters component to search for and access rosters for the programs within their learning environment. An administrator can narrow the set of learners to view for a given program by entering detailed selection criteria.

The tasks that can be performed through a roster depend on a learner's current registration status and the permission lists that are assigned to the administrator's role. Common tasks include approving registration requests, dropping learners, waiving programs, and updating payment details and certification dates.

Most tasks are accomplished by updating the learner's registration status. You can update the registration status of an individual learner or use a group action to update the status of multiple learners simultaneously. Administrators can also use the group action feature to send ad hoc email notifications to learners.

Steps for Updating Learner Registration Status

Steps for updating the program registration status for one or more learners follows:

Access the Administer Program Rosters page and search for the program.
Click the program's Roster button.

The View Curriculum Roster page or the View Certification Roster page appears.
(Optional) To filter the list of learners, click the Search Options link, enter search criteria, and click Search.
To update the status of an individual learner, select a value in the New Status field.

The Status Details page appears so that you can enter comments, select a reason for the status change, and view certification dates, if applicable.

Note: Instead of selecting a new status here, you can click the Details link. The View Curriculum Roster (learner details) page or the View Certification Roster (learner details) page appears. Here you can perform the same tasks as on the Status Details page plus access additional information about the learner.
To update the status of multiple learners at the same time:
- Select the check box for each learner whose registration status you want to update.
- Select a value in the Group Action field and click Go.
  
  The Group Action Summary page appears with a list of learner for whom the selected status is invalid, and a separate list of the learners who will have their status changed.
- Click Continue.
If applicable, select the reason for the status change and enter a comment.
If the eSignature feature is enabled, enter your password to verify your identity.
Confirm the change.

Administer Program Rosters Page

Use the Administer Program Rosters page (LM_PRG_RSTR_SRCH) to search for and access program rosters.

Navigation

select Enterprise Learning, then select Learner Tasks, then select Administer Program Rosters, then select Administer Program Rosters

Image: Administer Program Rosters page

This example illustrates the fields and controls on the Administer Program Rosters page.

Advanced Search

Specify one or more of the following criteria to narrow the search of possible programs rosters that you can view, then click Search. Click Reset to refresh the search criteria fields.

Type

Select the type of program: All Programs, Certifications, or Curriculum.

Name

Enter a word or partial word from the name of the program.

Code

Select a specific program code.

Revision

Enter a program revision code.

Status

Select the status of the programs to retrieve: Active, Inactive, or Pending.

Owner

Select the program owner.

EmplID (employee ID)

Select the employee ID.

Learner

Select a specific learner for whom you are searching for program rosters.

Program Results

Select a program roster from the list of search results. The system displays only programs that are in the administrator's learning environment. Programs are sorted by effective date and program code. Click the Roster button for a program to access its roster.

View Certification Roster Page

Use the View Curriculum Roster or View Certification Roster pages (LM_PRG_ROSTER) to view a program roster and update the program status for one or more learners.

Navigation

Click the Roster button for a program on the Administer Program Rosters page.

Image: View Certification Roster page (1 of 2)

This example illustrates the fields and controls on the View Certification Roster page (1 of 2).

Image: View Certification Roster page (2 of 2)

This example illustrates the fields and controls on the View Certification Roster page (2 of 2).

You can narrow the list of learners to display on the roster by entering selection criteria in the Learner Search section of the page. To display the search fields, click the Search Options link that appears when you first access the page.

Learner Search

Enter the learner selection criteria and click the Search button to display learners.

First Name and Last Name

Enter the full or partial first name or last name of a learner.

Business Unit

Select a general ledger business unit.

Department

Select a department. This field is active only if a business unit is selected in the Business Unit field.

Confirmation Number

Enter the learner's registration confirmation number to display a specific learner registration. The search ignores all other criteria.

Customer

Select a customer organization if searching for external learners.

Date Range

Select the Program Registration option to search for all learners who registered for this program within the date range that you specify in the From Date and To Date fields and who meet the other search criteria. Select the Program Completion option to search for only the learners who completed this program within the date range that you specify and who meet the other search criteria. The system displays by default all learners who registered for this program within the last 90 days.

Program Status

Select the corresponding check box to display all learners whose records match that registration status. You can select multiple check boxes to refine the search.

Program Roster: Registration Details

The system displays the search results in this grid. You can update the status of an individual learner by completing the New Status field, or you can update the status of multiple learners by using the Group Action field.

Learner Details

Click this link to view the learner's name, employee ID, hire date, and job title

Name

Click the learner's name link to access the Learner Information page, which displays high-level job and contact information about the user.

Current Status

Displays a learner's current registration or certification status.

New Status

To update an individual learner's program status, select the new status here. The values from which you can select depend on the learner's current status and the types of changes you're authorized to make based on the permission lists that are associated with your role.

The Status Details page appears when you select the new status. Use that page to enter comments and select a reason for the update, if applicable. For certification programs, you can view—and in some cases—update certification dates.

Approve: This status is valid when the learner's current status is pending approval.

The system updates the learner's registration status to registered or in progress (if the learner is already enrolled in classes for the program) and generates the Program Registration Confirmation email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Completed: This status is valid when the current status is planned, in progress, or warning. The system generates the Certification Issue email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Denied: This status is valid when the current status is pending approval. The system generates the Program Registration Denied email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Dropped: This status is valid when the current status is planned, pending approval, pending payment, registered, or in progress. Select to drop the learner from the program. When you confirm the drop, the system generates the Program Registration Drop email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Expired: (Certifications only) This status is valid when the current status is completed, warning or waived. When you select this status, the system generates the Certification Expiration email that gets queued to be sent to the learner informing the learner that the certification has expired.
Not Completed: This status is valid when the current status is planned or in progress. The system generates the Registration Incomplete email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Register: This status is valid when the current status is pending payment. The system generates the Program Registration Confirmation email notification that gets queued to be sent to the learner informing the learner of the updated registration status.
Reissue: (Certifications only) This status is valid when the current status is expired or revoked. When you select this status, the system generates the Certification Reissue email that gets queued to be sent to the learner informing the learner that the certification has been reissued. The system recalculates the new certification dates based on the reissue date, which defaults to today's date. You can update the dates, as needed.
Revoked: (Certifications only) This status is valid when the current status is waived or complete. When you select this status, the system generates a Certification Revocation email that gets queued to be sent to the learner informing the learner of the revocation.
Waived: This status is valid when the current status is planned, in progress, or registered. When you select this status, the system generates a Certification Waiver email that gets queued to be sent to the learner informing the learner that his or her certification has been waived.
Warning: (Certifications only) This status is valid when the current status is waived, reissue, or completed. When you select this status, the system generates a Certifications Warning email that gets queued to be sent to the learner reminding the learner of the upcoming deadline for completing the certification.

The generated email notifications are sent when you run the LM_NOTIFY process that is launched through the Enrollment Notifications run control page.

Details

Click this link to access the View Curriculum Roster (learner details) component or the View Certification Roster (learner details) component.

Group Action

You can apply the same action (status change) to multiple learners simultaneously. Click the check box next to the learners' names and select the action here. You can select from the list of actions that are permitted for your security profile. When you click Go, the Group Action Summary page appears. It lists any learners for whom the selected action was invalid and enables you to confirm the change for everyone else.

Status Details Page

Use the Status Details page (LM_PRG_RST_GRP_ACT) to confirm a requested change to the learner's registration status.

Navigation

Click Continue on the Group Action Summary page.
Select a new status for a learner on the View Curriculum Roster page or the View Certification Roster page.

Image: Status Details page

This example illustrates the fields and controls on the Status Details page.

Additional Details

Reason Code

Select the reason for the status change. To use this feature, reason codes must be set up and enabled for the administrator's learning environment.

See Defining Reasons for Program and Class Status Updates.

Comments

Enter an explanation of the status change. Comments are informational only and do not appear on other pages.

Expiration Information

This group box is displayed when you select a new status for a learner on the View Curriculum Roster page or the View Certification Roster page. The displayed dates are based on the certification date.

Certification Date

The date that the learner obtains certification in this program. You should not change this date.

Expiration Date

The date that the learner's certification in this program expires. If you change this date it must be greater than the certification date, less than the recertification date, and less than or equal to the grace expiration date.

Expiry Warning Date

The date on which to generate an expiration warning message for the learner and the learner's manager.

Grace Expiration Date

The date that the learner's certification expires, including the grace period. This is the actual expiration date. This date should be equal to or greater than the expiration date.

Recertification Date

The date by which the learner must complete recertification for this program. Administrators can extend this date to give the learner more time to get recertified. The recertification date must be greater than all other dates on this page.

Recertification Warn Date

Enter the date on which to generate an email warning for the learner. The default value is today's date.

Target Completion Date

The Target Completion Date field is displayed for certification programs and displays the date by which the learner must complete all requirements for this certification. If the learner does not complete all requirements, the system updates the learner's registration status to Not Completed when the Process Program Updates process (LM_CERT_STAT) runs. You can extend this date when the certification is not yet completed.

View Certification Roster (Learner Details) Page

Use the View Certification Roster (learner details) or View Curriculum Roster (learner details) page (LM_RSTR_DET) to update a learner's program status and certification dates.

You can also view a history of the learner's registration status, and payment information.

Navigation

Click the Details link for a learner on the View Curriculum Roster page or the View Certification Roster page.

Image: View Certification Roster (learner details) page

This example illustrates the fields and controls on the View Certification Roster (learner details) page.

When you access this page, it's appearance is similar to the Status Details page. Links on this page provide access to additional information that you cannot access through the Status History page.

Registration Status History

Click to display the learner's registration history for this program.

Payment Details

Click to display payment information for this registration. You can then select the Edit Payment Details button to access the Payment Details page, which is similar to the Enrollment Details - Payment Details page.

See Enrollment Details - Payment Details Page.

Learner Progress

Click to access the Curriculum Progress page or the Certification Progress page that you can use to view the learner's progress for this program.

Certification Progress Page

Use the Certification Progress or Curriculum Progress page (LM_PRG_PROGRESS) to view section requirements and the learner's progress.

Navigation

Click the Learner Progress link the View Certification Roster (learner details) page or the View Curriculum Roster (learner details) page.

Image: Certification Progress page

This example illustrates the fields and controls on the Certification Progress page.

Use the links on this page to view additional information about the program, including its completion rules, objectives, notes and attachments, and registration details.

Overview

This is the section of the page that displays when you first access it. For each section of the program, you can see whether each item is required or optional and view the learner's enrollment status.

Completion Rules

Click the Completion Rules link to view the section completion rules for the program.

Objectives Met

Click the Objectives Met to view the objectives that will be met by completing the program.

Notes and Attachments

Click the Notes and Attachments link to view any notes or attachments associated with the program.

Registration Details

Click this link to view the programs registration details such as expiration information, payment details, and chargeback information.

Note: When a learner is currently enrolled in a certification that the learner has already completed, the following message displays in the Expiration Information group box: “Certification is currently In Progress. Expiration Information displayed above is for the previously completed Certification.”