Automatically Add Learners to and Withdraw Them from a Course, Offering, or Specialization

Automatically add learners to and withdraw them from a course, offering, or specialization. Use the Learning Initiative task on the My Client Groups > Learning page. Or use the Learners > Learning Initiatives tab on the course, offering, or specialization details page.

1. On the Learning Initiatives page, Add Learners menu, select the assignment type--Voluntary or Required, or select Recommendations.
2. On the Enrollment Details page, complete the required and relevant optional fields.
   • Only learning administrators see the required name and optional description.
   • The Request Type section fields that you need to complete depend on whether the assignment is for a catalog learning item or noncatalog item. Noncatalog items are external learning that you want to record in a learner's history, such as a completed college course.
   • The start date is when the learners see the learning item in their current learning. If you need to start the assignment on a past date, use HCM Data Loader.

   • The ongoing due date is used by the Process Learning Records process during initiative reconciliation and not during the initial creation. Here's an example of how it works.

     You create the initiative on March 25, 2023 with an initial due date of May 1, 2023. The initial process that runs on March 25 identifies 100 learners for the initiative. It generates their assignments with start dates of March 25, 2023 and due dates of May 1, 2023.

     Here's what happens when the process runs on April 15, 2023 and identifies new learners:

     Ongoing Due Date Option	Example
     Days (recommended): Relative due dates for the assignments generated not during the initiative creation	The ongoing due date is 30 days so the process generates assignments with start dates of April 15, 2023 and due dates of May 15, 2023.
     Date: Fixed due dates for the assignments generated not during the initiative creation	The ongoing due date is May 1, 2023 and the minimum days to complete is 30. The process generates assignments with start dates of April 15, 2023 and due dates of May 1, 2024. It does this because there are fewer than 30 days between April 15 and May 1, 2023.

   • Optionally complete any enabled learning request descriptive flexfields.
3. Click Next.
4. On the Select Learners page, Add menu, select the method to use to identify learners. Or, you can use the Add a Person field.

   Add Option	How You Identify Learners
   Person	Provide search criteria, such as name, person number, department, or a combination. To reuse this search criteria wherever you select learners, such as when setting access, recommending learning, and setting up community membership, click Save…. In the Name field, replace Search by Name copy with a meaningful name.
   Person Number List	Provide a list of person numbers. To upload a file, in the Type field select Type. To use a URL, in the Type field select Text.
   Analysis Report Criteria	Specify an existing Oracle Transactional Business Intelligence (BI) analysis report that has the criteria to identify the appropriate learners. Caution: The analysis needs to be created using a subject area. Any analyses created using Create Analysis from Simple Logical SQL aren't supported.
   Learning Assignment Criteria	Provide applicable values for learning assignment attributes, such as the learning name, type, assignment status, or a combination. Also specify whether learners need to match all the criteria or any of it. To reuse this search criteria wherever you select learners, such as when setting access, recommending learning, and setting up community membership, click Use Current Criteria and complete the applicable fields.
   Organization Chart Criteria	Search for and select the appropriate chart, such as Chris’s Directs or Chris’s Org.
   Person Criteria	Provide search criteria, such as business unit, legal employer, job family, location, or a combination. To reuse this search criteria wherever you select learners, such as when setting access, recommending learning, and setting up community membership, click Use Current Criteria and complete the applicable fields.

5. On the dialog box, search for and select the criteria to find the appropriate learners for the assignment. What you see depends on your selection method.

   To exclude specific individuals when you add learners using learning assignment or person criteria:

   1. On the criteria dialog box, click Advanced.
   2. On the Add Fields menu button, select the field you want to use to exclude people, for example, Person Number.
   3. Change the condition for the added field to Does not equal.
   4. Enter the appropriate value.
   5. Repeat steps b through d for each individual you want to exclude.

   To exclude people when you use analysis report criteria, make sure that the report logic includes the exclusion criteria. When you select learners using analysis report and organization chart criteria, you can only search for and select the analysis or chart.

6. For recommendations, skip to step 9. For required and voluntary assignments, click Next.
7. On the Advanced Rules page, review the default rules for the learning assignment and make changes, as appropriate. To keep learners assignments and recommendations current, we recommend that you withdraw incomplete assignments and recommendations for learners who no longer match the learner criteria.
   The validity rules, which include expiration and renewal options, apply to only required learning assignments.

   Tip: The assignment conflict rules set when you submit the new initiative get applied as long as the initiative is active. You can't change them later. To apply different conflict rules, you need to create another initiative.
8. Click Submit.