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There are four different types of course enrollments in the HR Learn portal:
- Course Level Ruleset Enrollments
- Group Level Enrollments
- Directly Assigned Enrollments
All four of these enrollment types will enroll the user(s) into a course to complete the modules and course for their transcript records. The following documentation pertains to Course Level Ruleset Enrollments which are established at the course level.
To setup a Course Level Ruleset Enrollment, follow the steps outlined below:
1. From the master course list, search for your desired course.
2. Open the correct course from your search results.
3. Select the “Enrollments” icon at the top of the page.
4. Select the “New Enrollment” prompt at the top of the page to create a new ruleset enrollment.
5. In the pop-up window that appears you will have the following four choices:
- New One-Time Enrollment with Fixed Dates
- New One-Time Enrollment with Relative Dates
- New Recurring Enrollment with Fixed Dates
- New Recurring Enrollment with Relative Dates
6. To make the correct selection for your enrollment needs, please read the enrollment descriptions below.
- One-Time Enrollments: The first two options in the pop-up window are “one-time enrollments.” This means that the user will only be asked to take the course once and never again (unless you manually push them the course in the future). This type of enrollment is used for a “one and done” type of course enrollment for a course that the user needs to complete and pass only once after being enrolled.
- Recurring Enrollments: The third and fourth enrollment options in the pop-up window are “recurring enrollments.” This means that the user will be asked to repeat the course multiple times on a frequency that you determine. This type of enrollment is commonly used for annual compliance or HR training courses. These types of courses will be ones that you need the user(s) to complete perhaps once a year, twice a year, etc. You can set the cadence of repetition for this type of enrollment.
Once you decide if you need a one-time or recurring enrollment, you can then choose between “fixed dates” and “relative dates.” Please read the descriptions below to select the type of enrollment that meets your enrollment needs.
- Fixed Dates: A fixed date enrollment will apply the same enrollment dates to all users picked up for the enrollment. The enrollment start date and end date, due date and expiration date will be the exact same for every user picked up in the enrollment, regardless of the date they are joined to the enrollment.
A fixed date course enrollment is created with a start date of 3/21/22 and a due date of 2 weeks after enrollment.
The following users are tied to this enrollment:
User 1: Tied to the enrollment on 3/21/22. Enrollment start date is 3/21/22. Due Date is 4/4/22.
User 2: Tied to the enrollment on 3/28/22. Enrollment start date is also 3/21/22. Due Date is also 4/4/22.
*Note: If a user is tied to a fixed date enrollment, they could immediately be at an “overdue” status for the enrollment if they are tied to the enrollment after the due date from enrollment window has passed. Keep this in mind when creating this type of enrollment, as a new user in the system seeing an “overdue” status for a course immediately may be alarming.
- Relative Dates: A relative date enrollment will NOT apply the same enrollment dates to all users picked up for the enrollment. In relative date enrollments, enrollment start and end dates, due dates and expiration dates all fluctuate off the date that the user is picked up by the ruleset enrollment and enrolled into the course.
A relative date course enrollment is created with a start date of 3/21/22 and a due date of 2 weeks after enrollment.
The following users are tied to this enrollment:
User 1: Tied to the enrollment on 3/21/22. Enrollment start date is 3/21/22. Due Date is 4/4/22.
User 2: Tied to the enrollment on 3/28/22. Enrollment start date is 3/28/22. Due Date is 4/11/22.
User 3: Tied to the enrollment on 4/11/22. Enrollment start date is 4/11/22. Due Date is 4/25/22.
7. Once you determine the enrollment option that best suits your needs, select it from the pop-up window. You will be brought to the “Properties” page of the enrollment setup process to start building the ruleset enrollment.
In the example below, a “One-Time with Relative Dates” enrollment type was selected.
8. To begin with the enrollment build, populate the “Label” field on this page. Users will not see this label. This is for you to label the enrollment and indicate what this enrollment is firing for.
9. Underneath the “Label” field, you can choose to enable or disable any prerequisite assignments that are indicated at the course settings level. If this box is de-selected, users will NOT need to complete the prerequisites to take this course. This is a way to bypass the prerequisite assignments for these users being picked up in the ruleset enrollment.
10. Next you will see the “Force Assignment” setting. This setting will force the course enrollment to users who may have previously completed this course as a one-time enrollment. This will assign the course to the user again if they meet the parameters for the ruleset enrollment.
11. Next you will set the enrollment lifespan start and end dates. These dates indicate how long the enrollment will be active and pick up users that meet the ruleset criteria requirements.
For example, in the screenshot below, the lifespan window runs from 3/23/2022 through 3/13/2028. This indicates that the enrollment is active and picking up users for this course enrollment during this window of time. On 3/14/2028 this enrollment will be complete, and no new users will be picked up for the enrollment, as the enrollment lifespan has ended. If a user meets the ruleset criteria for this enrollment on 3/14/2028, they would NOT be picked up for the enrollment as the enrollment has ended.
If the “No End Date” checkbox is selected under “Lifespan End,” then the enrollment continues to run until you change the settings to indicate otherwise.
You can choose to select the “Start Enrollment Immediately” checkbox under the “Lifespan Start” setting. This will turn on the enrollment on immediately after it is created. On the other hand, you can choose to select a date in the future for the “Lifespan Start” date by utilizing the calendar icon to select the desired date. Users that meet the ruleset criteria will not see the enrollment until that date and time occur.
12. Underneath the lifespan date settings, you can change the timezone of the enrollment. The timezone will always default to the timezone of the portal, but you can change this here if needed by using the drop-down menu to select another timezone.
13. Next you will see the “Delay” setting. If the “No Delay” checkbox is selected, then there will be no delay on the enrollment. Meaning, as soon as the enrollment lifespan date begins and users meet the ruleset requirements to be tied to the enrollment, they will see this course enrollment on their enrollment widget immediately without any delay. If you want to add a delay, toggle off the “No Delay” checkbox and indicate the parameter for delay after a user is picked up for the ruleset enrollment.
For example, if the delay is set to “1 week after meeting ruleset criteria,” as soon as a user is a match for the ruleset criteria of this enrollment, the system will recognize that they are a match but WAIT 1 week before applying this course enrollment to the user’s enrollment widget.
Delays are often used for new hires in the LMS. If you want the new hires to have time to settle in and get familiar with the LMS, you might add a delay to their enrollments to space out training assignments or allow them time to get comfortable in the system before having to take training assignments right away.
14. Underneath the “Delay” setting, you will see the “Due Date” setting. If the “No Due Date” checkbox is selected, then the user is not enforced to complete this training course by a certain date.
To set a due date, uncheck the “No Due Date” box and set the parameter of time for the due date to occur off a user’s enrollment date. If you have selected the “relative date” enrollment option, this due date will be built off the user’s enrollment start date. For example, if the due date is set to 1 month from enrollment, each user will have a different due date, but the parameter of time that the due date occurs will be the same.
In the example above, see the following user example scenarios outlined below:
- User 1: Picked up for the enrollment on 3/23/22. Due Date is set for 4/23/22.
- User 2: Picked up for the enrollment on 4/20/22. Due Date is set for 5/20/22.
- User 3: Picked up for the enrollment on 4/29/22. Due Date is set for 5/29/22.
If a user PASSES their indicated due date, they move from an “Enrolled” status to an “Overdue” status for their course enrollment. If no due date is assigned, a user will never be at an “Overdue” status.
Note: Users can still launch and complete a training after being in an “Overdue” status for the enrollment.
15. After determining “Due Date,” you will see the “Access from Start” and “Access from First Launch” settings. These two dates determine when the user expires for the course. When a course enrollment expires, the user can no longer launch the content to either complete it or review it. This expiration date will ensure that the user cannot access the content without having to be re-enrolled into the course again. When a course enrollment expires, it turns grey on the user’s enrollment widget and is unclickable. Expired courses fall off a user’s enrollment widget after being expired for 30 days.
For further information on “Access from Start” and “Access from First Launch” settings, please read the descriptions below:
- Access from Start: This is the course access from the start of enrollment. If the user is picked up for the enrollment on 3/23/22, the “Access from Start” date will be built off this start of enrollment date. For example, if the user was enrolled on 3/23/22 and the “Access from Start” date is set to 1 year, the expiration date (access from start date) would be 3/23/23.
- Access from First Launch: This is the course access date based on the first time the user opened and launched the content within the course. This date may be different than the enrollment start date. For example, a user may be enrolled on 3/23/22, but might not actually open the content until 4/1/22. In this case, the “Access from First Launch” date will be built off the first time the user opens the content for the course enrollment. If a user opens the content on 4/1/22 and the “Access from First Launch” date is set to 1 year, the expiration date would be 4/1/23.
These two dates work in tandem with one another. If they are both set to different parameters, the date that comes first will be the date that sets the user’s course enrollment expiration date. For example, see the screenshot below:
Since these two access dates do not align, the date that comes first for the user will be the expiration date for the user’s course enrollment.
For example, see the following user examples below and what their expiration dates would be for this enrollment.
- User 1: Enrolled on 3/23/22, opens the content on 3/23/22. Expiration date is set to 7/23/22.
- User 2: Enrolled on 4/1/22, opens the content on 5/1/22. Expiration date is set to 9/1/22.
If the access dates are both set to “Indefinite,” the course enrollment will never expire for the user. The user can come back at any time to launch and review the content as needed unless you indicate otherwise.
16. Once all these settings are selected, click the “Create Ruleset Enrollment” button at the bottom of the page.
17. A new tab for “Rulesets” will appear at the top of the page next to the “Properties” tab. Select this tab to start building the ruleset criteria for the enrollment.
18. Select the “New Ruleset” prompt on the “Rulesets” tab.
19. In the pop-up window that appears, populate the “Label” field. Like the “Properties” label field, users will not see this. This field is for your reference as to what this ruleset contains.
20. Skip the “Match” radio dials for now and jump to “Rules.”
21. The rules drop-down menu options are how you will tell the LMS which users need to be picked up for this ruleset enrollment. Users will need to be a match for the rules listed here for the system to recognize that these users should be picked up in the enrollment and assigned this training course.
Each field on the user’s profile will be an option in this first drop-down menu. Open the drop-down menu and see all the fields listed from the User Field Configuration page (as reflected on this page in the System Menu). Choose any field in this list to start building your ruleset criteria.
For example, in this enrollment example, I want to capture all users in the Sales Department. To do this, I might select the “Department” field.
22. Once the field is selected, in the second drop-down menu, you need to tell the LMS what to look for in this field. “Contains” or “Equals” are often good indicators to utilize as you can tell the system what text to look for in that first selected field.
23. The third field will be the text that you need the system to search for as a match for the first field.
Note: You will need to make sure that your user data is clean to have these ruleset enrollment function properly. Any typos, extra spacing, etc. will be a negative factor as these rulesets are running in the system. The system needs an exact match to identify that the user is a match for this ruleset criteria.
24. You can add additional ruleset criteria if needed to this ruleset by selecting the green plus symbol to the right of the first created rule. Add as many rules as needed to create the ruleset and capture the appropriate users accordingly.
25. If you have more than one rule, it is important to note the “Match” setting in between the “Label” and “Rules” settings.
- Match Any: Users only need to match ONE of the existing rules. They do not need to match each one (if there is more than one listed), but they do need to be a match for one of the established rules on the list.
- Match All: The user needs to match ALL the rules listed. If “Match All” is selected and a user doesn’t meet all the rules, they will not be pulled into the ruleset enrollment.
26. Once your ruleset rules are created and ready to go, select the green “Create Ruleset” button at the bottom of the pop-up window.
27. You will then see the ruleset on the “Ruleset” tab that you created.
Ruleset Enrollment Tips and Tricks
You can add multiple rulesets to this existing enrollment if needed. If there are other groups of users that you want to enroll, instead of creating an entirely new enrollment back on the course enrollment page, if the same enrollment parameters and settings apply, you can add a ruleset to this existing enrollment. To do that, select the “New Ruleset” hyperlink at the top of the “Ruleset” tab page.
See the below example screenshot of an enrollment with more than one ruleset established:
You can also have more than one ruleset enrollment established on a course. Back on the course page under the “Enrollments” icon, you can build and create various enrollment rulesets listed on this course all with different parameters picking up different types of users. Maybe for some of your users you need the “Fixed Date” enrollment type, and for others you need a shorter deadline for due dates. All these requirements can be accomplished by creating multiple enrollments for the same course.
A user will not be picked up for more than one ruleset enrollment at the course level. If a user falls into the ruleset criteria for more than one enrollment set at the course level, they will only receive the enrollment for the FIRST enrollment on the list.
In the screenshot below, there are three ruleset enrollments established on this course. If a user met the ruleset criteria for all three enrollments, they would only receive the enrollment for the first ruleset enrollment, “Sales Department One-Time Enrollment.” Due to this functionality, the order you lay your enrollments out in will matter, as users will only receive the first enrollment that they meet the criteria for.
Editing and Deleting a Ruleset Enrollment
You can open and edit a ruleset enrollment at any time. The changes you make will be live for actively enrolled users. For example, if you have the expiration date window on an existing enrollment set to 3 years and you change this parameter to 5 years, all enrolled users will see the adjustment to their expiration dates on their existing course enrollments to reflect the change.
If you delete an enrollment ruleset, the course enrollment will be removed from the users’ accounts that meet the ruleset criteria. If a user completed the course for this enrollment prior to the deletion, the completion for the course will stay on their transcript records. However, all users will see this course enrollment tile disappear from their enrollment widget as soon as an enrollment ruleset is deleted.