Enrolling and Registering in Learning Activities and Programs

This chapter provides an overview of enrollment and registration and discusses how to:

• Manage group enrollment.

• Manage mass enrollment.

• Administer enrollment-related tasks.

• Administer registration-related tasks.

• View and manage learner transcripts.

• Approve enrollment and registration requests.

• Send enrollment, registration, and waitlist notifications.

Understanding Enrollment and Registration

This section 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.

See Also

Defining Activity Details

Prerequisites

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

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

  See Managing Payment Methods.

• Define learning activities.

  See Managing Learning Activities.

• Define certification and curriculum programs.

  See Managing Programs.

Common Elements Used in This Chapter

Methods of Enrollment and Registration

Before learners can participate in a learning activity or program, they must enroll in the activity or register for the program. The term enrollment is used for activities and the term registration is used for programs. This distinction is important. Learners need only enroll in learning activities; they do not need to enroll in the individual learning components for that activity. On the other hand, learners must first register for a program, and then enroll in and complete activities 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 activities and programs and enroll in the activities and register for the programs directly. After learners register for programs, they can enroll in activities for those programs. Learners can also add activities to their learning plans and enroll in the planned activities later. If there's no enrollment cutoff date for an activity, learners can enroll in the activity at any time. However, planned activities are not visible in the employee self-service pages after the activity 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 activities and programs in which to enroll and register any team member within the organizational hierarchy. Or, they can add activities to employees' learning plans and enroll the employees in the planned activities later. If there's no enrollment cutoff date for an activity, managers can enroll learners in the activity at any time. However, the activity is not visible in the manager self-service pages after the activity 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 activities regardless of enrollment cutoff dates.

Note. Learners are eligible to re-enroll in activities 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

  Learning activities 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

  Activities 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 activity, the system enrolls the first person on the waitlist automatically, as long as the activity start date has not passed. The system does not enroll waitlisted learners automatically after the activity start date. After the activity start date, the administrator must manually enroll the learner by using the Maintain Activity Roster component or move the learner to a new activity or learning request through the Activity 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 activities 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 activity or program does not have an assigned price.

• Discounts

  Learners can receive discounts on all activity, 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 activity, 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 activities 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 an activity or registration in a program. However, learners cannot drop activities or programs if they were not the requesters during enrollment or registration. A learner can only drop activities and programs that he or she self-enrolls or self-registers in. When a learner drops an activity or program, the system removes it from the learner's schedule.

Activities 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 activities as either a specific number of days before or after the activity start date, on a specific date, or on the activity start date. If you do not specify a last drop date, learners can drop the activity up until the activity start date. Administrators can always drop a learner's enrollment in an activity, regardless of an activity's last drop date or start date.

For example, say the drop cutoff date is January 12 and the activity starts on January 15. If a learner drops the activity on January 12, the system does not charge the learner the drop fee. If a learner drops the activity 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.

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 activity enrollments for the program. For example, say a learner registers for a program and then enrolls in one of the activities for the program. When the learner drops the program, the system does not drop the learner's enrollment in the activity 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 activity 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 activity 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 activity or program and what type of learning components are in the activity. For example, the status of an activity with three self-paced learning components changes from enrolled to in progress when a learner launches the first learning component; the status of an activity 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 an activity 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 an activity or program.

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

See Understanding the Completion Engine.

Enrollment Statuses

This table lists and describes enrollment statuses for activities:

Registration Statuses

This table lists and describes registration statuses for programs:

Managing Group Enrollment

This section provides an overview of group enrollment and discusses how to:

• Identify requesters.

• Select learning activities or programs.

• Search for learners to enroll or register.

• Select learners to enroll and register.

• Modify payment details.

• Review enrollment or registration.

Understanding Group Enrollment

Group enrollment enables an administrator to enroll or register multiple learners into an activity or program in one operation, as opposed to enrolling or registering one learner at a time and repeating the process for every learner. During group enrollment, the term enrollment is applicable to both activities and programs. It is implied that learners are registered for programs and enrolled in activities. For sake of simplicity, the group enrollment pages use the term enroll.

To process a group enrollment, the administrator must:

1. Identify and select the requester who is submitting or authorizing the group enrollment.

   This is the person who is considered responsible for the payment of any fees.

   Note. This step is not applicable if the Default Requester option is selected for the administrator's learning environment. The system assumes that the administrator is the requester and hides the Find Requester page.

2. Search for and select the learning activity or program for which enrollment is requested.

   You can select from the activities or programs that are associated with a learner group to which the requester belongs.

3. Search for learners based on criteria that the requester provides.

4. Select the final group of learners that the requester requires.

5. (FRA) Select a learning classification and specify whether to use DIF hours for the enrollment.

6. Review and update any payment details that apply to the group enrollment request.

   During group enrollment the system requires the administrator to select a payment method regardless of whether the activity or program has a price. The payment methods that are available depend on whether the requester is an internal or external learner. Valid payment methods for internal requesters include chargebacks. Valid payment methods for external requesters include chargebacks, cash, checks, credit cards, training units, and purchase orders, depending on the setup of the customer organization to which the requester belongs.

7. Submit the group enrollment request.

8. Review the results to determine success or failure of individual enrollments.

   Note. The system automatically enrolls learners in the activity or program, provided that they meet the other requirements for enrollment, if one of the following is true: the current user logged in or the requester is the learner’s manager and the activity or program requires manager approval, or the user logged in or the requester is the owner of the training unit pool or purchase order used to pay for the training and the activity or program requires payment approval.

9. Resubmit specific learners' enrollments to override any alerts.

The number that you specify in the Group Enroll Maximum field on the Install Defaults - Enrollment page limits the number of learners that administrators can enroll through group enrollment. When an administrator attempts to enroll more learners than you specify in the Group Enroll Maximum field, the system prompts the administrator to switch to mass enrollment.

Note. Depending on your needs, using group enrollment for more than 20 or 30 learners can become time consuming and cumbersome. In such cases, you can use mass enrollment. Mass enrollment enables you to submit one request for a large number of learners, and you do not have to wait for the request to complete. You can check the results later.

See Also

Managing Mass Enrollment

Pages Used to Manage Group Enrollment

Identifying Requesters

Access the Find Requester page.

Requester Search

Use this group box to enter search criteria for a requester. Click Search to display the search results. Click Reset to clear the search criteria fields.

Note. This page does not appear if the Default Requester option is activated for the administrator's current learning environment.

Select Requester

Select a requester from the list of search results. The system sorts by employee ID.

Selecting Learning Activities and Programs

Access the Search for Learning page.

Search for Learning

Use this group box to enter search criteria for an activity or program. Select a delivery method type in the Type field. Click the Search button to display the search results. Click Reset to clear the search criteria fields.

Select Learning for Enrollment

Select an activity or program from the list of search results. Based on the search criteria, the results can include both activities and programs, including activities that are restricted to programs. The system sorts results by name and then code. The system displays only activities and programs that are associated with a learner group to which the requester belongs. Click the Enroll button for the activity or Register button for a program to display the Find Learners page.

Searching for Learners to Enroll or Register

Access the Find Learners page.

Learner Search Details

Use this group box to search for learners. Enter search criteria and click Search to display the search results on the Select Learners page. Click Reset to clear the search criteria fields.

Selecting Learners to Enroll or Register

Access the Select Learners page.

Learner Search Details

This group box displays the search criteria that you enter on the Find Learners page.

Approval Required

Use this group box to override manager and administrator approvals. Define activity approvals on the Activity Details page. Define program approvals on the Maintain Programs - Details page.

Note. An administrator cannot override payment approvals here. The system does not display this group box if payment approval from a training unit pool owner or purchase order owner is the only approval type required. Training unit pool owners and purchase order owners can use the approvals page to approve the requests. Administrators can use roster component to approve payment approval requests.

Reserved Seats Allowed

Administrators can use reserved seats during activity enrollment, provided that reserved seats have been defined for the activity on the Activity Details page. Once a reserved seat is filled, the seat does not revert to reserved status if a learner drops the activity. Programs do not use reserved seating.

Note. The system hides the Reserved Seats Allowed group box if there are no available reserved seats.

Select Learners

This grid displays all learners that met the search criteria on the Find Learners page. Select the check box for each learner whom you want to enroll, or click Select All to select all learners.

(FRA) DIF

This group box appears only when French features are enabled for the administrator's learning environment and DIF (Droit Individuel à la Formation) is enabled for the activity (the Eligible for DIF check box is selected for the catalog item). Select the Apply Activity Toward DIF check box if the learner's DIF hours are to be used for this activity.

(FRA) Learning Class

This group box appears only when French features are enabled for the administrator's learning environment. The system displays the default training classification that is assigned to the catalog item for this activity. You can override the classification shown here. Define classifications on the Training Classification page.

Additional Page Elements

Modifying Payment Details

Access the Enroll Learners - Payment Details page.

The system stores information for each successful activity enrollment in the LM_ENRLMT table and each successful program registration in the LM_PRG_REG table. Additionally, the system stores payment information for each successful enrollment and registration in the Transaction table (LM_ENRLMT_PYMT).

See Add link to Transaction table information.

Fees Information

Use this group box to modify the activity or program fees and drop charges for each learner. Fees and drop charges for activities appear by default from the Activity Details page. Fees and drop charges for programs appear by default from the Maintain Programs - Details pages.

The system adjusts activity and program currency prices and drop charges accordingly if there is a discount percentage set up for the department or customer organization to which the requester belongs. For example, if the activity price is 500.00 USD, and the customer organization to which the requester belongs receives a 50 percent discount, the activity price that the system displays is 250.00 USD. The system does not apply discounts to enrollment charges or drop charges if you pay using training units. Define discounts for departments on the Department Profile page. Define discounts for customer organizations on the Payment Information page.

The price for a program is separate from the price for activities within that program. A learner must pay to register for a program, then enroll in and pay for individual activities for that program. A learner does not have to pay for activities within a program that are waived or that he or she has received historical credit for.

Select Payment Method

Use this group box to select a payment method. The system only displays this group box if the requester is an external learner. The payment methods that you can select depend on the setup of the customer organization to which the requester belongs. Define payment methods for a customer organization on the Payment Information page. You can only select one payment method for all learners. The system does not allow partial payment by two different payment method types. You cannot change the payment method after the enrollment or registration is complete.

Enter Charge Back Information

Use this group box to enter chargeback account information. The system displays this group box by default if the requester is an internal learner. If the requester is an external learner, it appears when you select Charge Back in the Payment Method field.

The ChartFields that the system displays depend on which ChartFields you select for use on the ChartField Configuration page. If the requester is an internal learner, the ChartField values appear by default from the general ledger business unit that is mapped to the PeopleSoft HRMS business unit to which the requester belongs. The requester's department is also included in the Department field. If the requester is an external learner, the ChartField values appear by default from the Profile Information page for the customer organization to which the requester belongs. You can modify the default ChartField values. The ChartField values that you can select for each ChartField are any values with an active status on the ChartField Values page. The enrollment or registration records the payment method, ChartField values, and the transaction amount in the Transaction table.

Enter Check Information

For payments made by check, you must enter the check number, check issue date, bank, and routing number. The check expiration date is optional. The enrollment or registration status is set to pending payment for all learners until the check payment is received. The system does not enroll, waitlist (activities only), or register learners until the check payment is received. After payment is confirmed, administrators must manually update the learner's enrollment or registration status through the Administer Activity Roster or Administer Program Rosters component. The enrollment or registration records the payment method, check information, revenue ChartFields, and the transaction amount in the Transaction table.

Enter Credit Card Information

Use this group box to enter credit card information. You can set up the credit card interface for CyberSource integration or manual processing on the Payment Methods page.

With CyberSource integration, you must enter a first and last name, credit card type, credit card number, expiration month and year, email address, and mailing address. When you click the Submit Enrollment button, the system attempts to connect to the CyberSource system to process the credit card. Each enrollment or registration is a separate credit card transaction. If you register five learners in a program, there are five credit card transactions. If the authorization succeeds and the credit card is successfully processed, the enrollment is successful; otherwise it fails. The credit card transaction does not occur if the system adds the learner to the activity's waitlist. A learner is successfully enrolled or registered in the activity or program if the credit card authorization goes through, even if the activity or program requires manager or administrator approval.

With manual processing, there is no authorization of credit card information. The system ignores manager and administrator approvals. The system successfully enrolls or registers all learners, provided that they meet the other requirements of enrollment or registration. You must enter a first and last name, credit card number, and expiration month and year.

For CyberSource integration the enrollment or registration records the authorization number, enrollment confirmation number, the encrypted credit card number, revenue ChartFields, and the transaction amount in the Transaction table. For manual processing, the enrollment or registration records the enrollment confirmation number, and the encrypted credit card number in the Transaction table.

Note. For security reasons, only the last four digits of credit card numbers are shown on all other system pages.

Purchase Order

For payments made by purchase order, enter the purchase order number. The enrollment or registration records the purchase order number, the associated ChartField, currency, revenue ChartFields, and the transaction amount in the Transaction table.

The system deducts funds from the purchase order in cases where a learner's status is enrolled, registered, or pending approval. Funds are not deducted if the learner is waitlisted. If the learner has a pending approval status and upon approval is waitlisted, the system replenishes the funds into the purchase order. Essentially the system deducts funds from the purchase order for any status other than waitlisted.

If a manager, administrator, or purchase order owner denies approval for an enrollment request with pending approval status, the system reverses the purchase order deduction amount. The owner of the purchase order must approve the request on the approvals page. Managers must approve the request on the Learning Approvals page. Administrators can approve requests on an approvals page or by using the Administer Activity Roster or Administer Program Rosters components.

Training Units

Use this group box to enter training unit pool information. The enrollment records the training unit pool ID, the number of training units that is deducted, the total price calculated based on the purchase price of the training units and currency, the associated ChartField, currency, revenue ChartFields, and amount in the Transaction table.

The conditions for deducting funds from a training unit pool and approving the use of training units are similar to the conditions described for purchase orders.

Additional Page Elements

See Also

Managing Payment Methods

Tracking Enrollment and Registration Fees, “Understanding the Transaction Table”

Reviewing Enrollment or Registration

Access the Review Enrollment page.

Fees Information

This group box displays the activity or program price and drop charge for each learner, if any exist.

Payment Method

This group box displays the payment information that you enter during enrollment or registration on the Enroll Learners - Payment Details page. It also displays the total amount of the enrollment or registration.

Approval Required

This group box displays whether the enrollment requires approval, based on the approval type selected on the Activity Details page or the Maintain Programs - Detail page.

Reserved Seats Allowed

This group box is displayed if there are any reserved seats available for activity enrollments. Enter the number of reserved seats that you want to use, if applicable.

Enrollment Successful

This group box displays all learners for whom enrollment or registration is successful. Successful enrollments include learners with enrolled, registered, waitlisted (activities only), pending payment, or pending approval statuses.

Enrollment Unsuccessful

This group box displays all learners for which enrollment or registration was unsuccessful. Click the Alerts link for each learner to see the error conditions that caused the enrollment to fail. To override conditions that are preventing enrollment or registration, select the check box for the learner and click the Submit button on this page. The system ignores the condition that is preventing enrollment or registration and attempts to confirm the enrollment. An administrator cannot override an unsuccessful enrollment in the following cases; an activity and its waitlist are full, a duplicate enrollment or registration is detected, there are insufficient funds in a training unit pool or purchase order, the training unit pool or purchase order is expired, or when the currency for a training unit pool or purchase order doesn't match the activity or program currency.

Managing Mass Enrollment

This section provides an overview of mass enrollment and discusses how to:

• Start mass enrollment.

• Select mass enrollment overrides and notification options.

• Modify payment details.

• Review mass enrollment requests.

• Process mass enrollment requests.

Understanding Mass Enrollment

Using group enrollment for more than 20 or 30 learners can be cumbersome. Mass enrollment provides an efficient method of handling large volume enrollments. You can submit one request for a large number of learners, and you do not have to wait for the request to complete. You can check the results later.

The system triggers the mass enrollment option during a group enrollment when an administrator attempts to enroll or register more learners than the number specified in the Group Enroll Maximum field on the Install Defaults - Enrollment page. In this case, the system prompts the administrator to submit a mass enrollment request or to return to the Find Learners page to narrow the search results.

Note. (FRA) When you enter a mass enrollment request, you cannot associate a learning classification with the enrollment records or specify the use of DIF hours for the enrollments. You can add this information to the enrollment records later through the Administer Activity Roster component.

To process a mass enrollment, the administrator, must:

1. Select to schedule a mass enrollment request when prompted during group enrollment.

2. Select mass enrollment overrides and notification options.

3. Review and update any payment details that apply to the mass enrollment request.

   Unlike group enrollment, the only valid payment method for mass enrollment is chargeback. Therefore, if the requester is an external learner, you must enable chargeback as a payment method on the Payment Information page for the requester's organization. By default, the system uses the requester's department, but there is an option to charge back each individual learner's department.

4. Submit the mass enrollment request.

5. Process the mass enrollment request to enroll or register the learners in the activity or program.

6. Review the results to determine success or failure of individual enrollments.

Prerequisites

Before using the mass enrollment process, be sure that the appropriate value has been set for the commit frequency.

See Defining the Batch Processing Commit Frequency.

Pages Used to Manage Mass Enrollment

Starting Mass Enrollment

Access the Warning page.

Schedule Mass Enrollment	Click to create a mass enrollment request. This includes all learners who match the search criteria.
Continue	Click to continue group enrollment. The system displays the Select Learners page. The system displays only the number of users that you specify in the Group Enroll Maximum field. If the Group Enroll Maximum field limits you to five learners, the system displays only the first five learners that meet the search criteria on the Select Learners page.
Cancel	Click to return to the Find Learners page, where you can modify the search criteria.

Selecting Mass Enrollment Overrides and Notification Options

Access the Mass Enrollment page.

Learner Search Details

This group box displays the search criteria that you enter on the Find Learners page.

Mass Enrollment Options

Use this group box to select mass enrollment options.

See Mass Enrollment Workflow Notifications.

Modifying Payment Details

Access the Enroll Learners - Payment Details page.

This is the same page that you use to enter payment information for group enrollment; however fields that pertain to payment methods other than chargebacks are hidden. If you select the Chargeback Learners' Dept option on the Mass Enrollment page, the system also hides the Enter Charge Back Information group box.

When you click the Submit Enrollment button, the system displays the mass enrollment confirmation ID number.

See Also

Modifying Payment Details

Reviewing Mass Enrollment Requests

Access the Mass Enrollment Requests page.

Request ID	Displays the mass enrollment confirmation ID number that the system assigned when you created the mass enrollment request.
Description	Displays the request name that you enter in the Request Name field on the Mass Enrollment page.
Status	Displays the status of the mass enrollment request. Values are: Pending: Request has not been processed. The system processes all requests with a Pending status when you run the Process Mass Enrollment Application Engine process (LM_MASS_ENRL). Processed: Request is processed.
Request Date	Displays the date on which you made the mass enrollment request.
All	Click to run the Review Mass Enrollment report. This option displays all successful and unsuccessful enrollments or registrations.
Error	Click to run the Review Mass Enrollment report. This option displays only the unsuccessful enrollments or registrations.
Delete	Click to delete an unprocessed request. You cannot delete processed requests.

Processing Mass Enrollment Requests

Access the Run Mass Enrollment page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Process Mass Enrollment process at user-defined intervals.

The Process Mass Enrollment process processes all mass enrollment or registration requests with a pending status. Review successful and unsuccessful enrollments and registrations by using the Mass Enrollment Requests page.

The system generates emails that get queued to be sent to the learners informing the learners of the new enrollment or registration status. The system also generates email notifications to learners that are not enrolled or registered successfully, and to requesters, if you selected the Notify Learner and Notify Requester options on the Mass Enrollment page.

Note. Run the Process Mass Enrollment process during off-peak business hours.

See Also

Enrollment Workflow Notifications

Curricula and Certification Workflow Notifications

Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications

Administering Enrollment-Related Tasks

This section provides an overview of activity rosters and discusses how to:

• Find activity rosters.

• Update enrollment statuses and manage waitlists for activities.

• (FRA) Update learning classifications and training hours for France.

• Edit payment information.

Understanding Activity Rosters

Administrators can use the Administer Activity Roster component to search for and access any activity roster within their learning environments. Using the rosters, they can approve enrollment requests, manage waitlists, drop learners, and update payment details on a learner's enrollment record. Tasks that are performed by changing a learner's enrollment status, such as dropping a learner or approving enrollment, depend on the learner's current enrollment status and the permission lists that are assigned to the user. Administrators can update the registration status of an individual learner or use a group action to update multiple learners simultaneously. They can also use the group action feature to send ad hoc email notifications to learners.

The Administer Activity Roster component can also be used to view and update learners' grades, attendance, and scores. These tasks are discussed elsewhere in this book.

See Also

Understanding Attendance and Grading

Pages Used to Administer Enrollment-Related Tasks

Finding Activity Rosters

Access the Administer Activity Roster page.

Search for Activities

Enter search criteria to search for an activity roster. Click the Search button to display the search results and Reset to clear the search criteria fields.

Learning Activities

Select an activity roster from the list of search results. The system displays only activities that are in the learning environment of the administrator and sorts the list by activity codes. Click a link in the Activity column to view the Activity Details page for that activity. Click the Roster button for the activity to display the Activity Roster page.

Updating Enrollment Statuses and Managing Waitlists for Activities

Access the Activity Roster page.

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

Search Option Fields

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

Activity Status

Select the corresponding check box to display all learners whose records match that enrollment status. You can select multiple check boxes to refine the search. Filtering by enrollment status is helpful when you want to perform the same task for multiple learners—for example, approve all enrollments that are pending approval.

Enrollment Date

You can search for all learners who enrolled in the activity within the date range that you specify in the From Date and To Date fields and who meet the other search criteria.

Activity Roster

The system displays the search results in this grid. The Enrollment Status view displays each learner's name, confirmation number, current enrollment status, and waitlist priority.

Click the Learner Details link to view a learner's ID, job title, and status. Click the Grades and Attendance link to view and update grades, attendance, and scores.

See Modifying Passing, Grading, and Attendance Schemes.

(FRA) Updating Learning Classifications and Training Hours for France

Access the Learner Roster page.

Completion Details

This group box displays the learner's enrollment status in the activity, the passing status, and enables you to enter a grade for the activity.

Activity Components: Status

The Status tabs provides fields for updating a learner's attendance, grade, passing status, and score for each learning component. These fields are the same as those on the Component Roster group box on the Component Roster page.

See Updating Learning Component Rosters.

For Selected Components

These fields are the same as those on the Component Roster page.

See Updating Learning Component Rosters.

(FRA) DIF

This group box appears only when the current administrator's learning environment is enabled for French features and the catalog item is defined as eligible for DIF.

(FRA) Learning Class

This group box appears only when the current administrator's learning environment is enabled for French features. The system displays the value selected during enrollment. You can override the learning classification here.

(FRA) DIF Balance

This grid appears only when the current administrator's learning environment is enabled for French features and the catalog item is defined as eligible for DIF.

When you import DIF balances from a Payroll application such as PeopleSoft Enterprise Global Payroll for France, this grid can display the learner's calculated DIF balance and DIF in advance. The As of Date represents the date on which balances were last calculated by the payroll application. Balances are shown for the last five months. Only one row appears at a time; use the buttons on the grid to display previous balances. The duration unit is always hours.

(FRA) Activity Components: Hours

Click the Hours tab.

The Hours tab appears only when the current administrator's learning environment is enabled for French features.

(FRA) Updating Component Duration

Access the Component Duration page.

Use this page to identify, by hour type, the number of hours of training the learner completed for this component.

For example, you can specify the number of DIF hours that occurred outside of the learner's normal work schedule. Duration and hour type information is sent to the Administer Training business process when you publish training hours.

Editing Payment Information

Access the Enrollment Details - Payment Details page.

Fees Information

Use this group box to edit payment information. You can increase or decrease prices after enrollment. You can also change drop charges at any time. However, the exception to this rule is that you can only decrease activity prices for payments done using training units and purchase orders; you cannot increase them. In addition, you cannot make drop charges for enrollments where training units or purchase orders were used higher than the activity price. Changes to drop charges take affect only if you make the changes before you drop the learner. The system does not allow changes to drop charges for a learner after you drop the learner.

Any changes to activity prices or drop charges result in a new transaction row in the Transaction table for the enrollment record. This enables you to keep track of all payment changes to an enrollment record.

Note. There is a process that exports payment information from the Transaction table to the Enterprise Learning Management subledger, and then from the subledger to the general ledger in the financials system. If the transaction is already exported to the general ledger in the financials system, you must manually update the general ledger with any changes that you make to payment details.

Changing Payment Information

The payment method group box the system displays on this page varies depending on the payment method that you select during enrollment. You cannot change the payment method, but you can update the payment information. Any changes that you make to the payment information result in a new transaction row in the Transaction table for the enrollment record. This enables you to keep track of all payment changes to an enrollment record.

See Tracking Enrollment and Registration Fees.

Note. For security reasons, the system shows only the last four digits of credit card numbers on this page.

Important! The Enrollment Details - Payment Details page always uses the current ChartField configuration, not the ChartField configuration that was used to enroll the learner in the activity. When you add a new split entry, the system displays the default ChartField values for the new split entry, which the administrator can change.

Administering Registration-Related Tasks

This section 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.

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:

1. Access the Administer Program Rosters page and search for the program.

2. Click the program's Roster button.

   The View Curriculum Roster page or the View Certification Roster page appears.

3. (Optional) To filter the list of learners, click the Search Options link, enter search criteria, and click Search.

4. 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.

5. 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.

6. If applicable, select the reason for the status change and enter a comment.

7. If the eSignature feature is enabled, enter your password to verify your identity.

8. Confirm the change.

Pages Used to Administer Registration-Related Tasks

Searching for a Program Roster

Access 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.

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.

Updating Learner Registration and Certification Status

Access the View Curriculum Roster page or the View Certification Roster page.

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.

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.

Documenting Reasons for Updating Registration Status

Access the Status Details page.

Additional Details

Expiration Information

This group box is displayed when a learner's certification status is set to Completed, Expired, Reissue, Revoked, Waived, or Warning. The displayed dates are based on the certification 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.

Viewing Registration Details for a Learner

Access the View Certification Roster (learner details) page or the View Curriculum 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.

Viewing Learner Progress

Access the Certification Progress page or the Curriculum Progress page.

For each section of the program, you can see whether each item is required or optional and view the learner's enrollment status.

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

Viewing and Managing Learner Transcripts

This section discusses how to view and manage learner transcripts.

Administrators can use the View All Learning (LM_ADMIN_LEARNING) component to view a listing of the learning activities, programs, supplemental learning, and learning requests associated with any learner in the system. To perform a more focused search, the administrator can select any of the search filters that have been defined for your organization through the Learning Filters (LM_FILTER) component.

See Also

Defining Search Filters

Pages Used to View and Manage Learner Transcripts

Approving Enrollment and Registration Requests

This section provides an overview of approvals and discusses how to:

• Monitor approvals.

• Review pending approvals.

• Approve enrollment and registration requests.

• Review program details.

Understanding Approvals

PeopleSoft provides different components for approving learning requests based on the approver's role and their need for approval information:

• Monitor Approvals (SAC_AW_ADMIN_MON)

  This is an administrator component and is available to users whose role includes the permission list LMLELM6300. It enables administrators to search and view all pending, complete, denied, initial, inactive, suspended, and terminated approvals in their own domain as well as in the domain of other system users. Administrators can view a graphic illustration of each approval path and take action on pending approvals by submitting, approving, denying, or pushing back their own and others' approval requests, and by transfering approval rights from one designated approver to another. The administrator can also insert additional approvers or reviewers at any point in the approval path, or start a new approval path.

• Maintain Approvals (LM_ADM_TRN_REQ)

  This is a manager component. It enables managers to view enrollment or registration requests submitted by their direct reports, and to submit, approve, deny, or push back the requests. Managers can also use this component to insert additional approvers or reviewers at any point in the approval path.

  This component can also be accessed by learning administrators acting as special approvers. And if a learner is paying by training unit or purchase order, the owner of the training units or purchase order can access this component to deny or approve the learning request.

  Note. Identify users as special approvers on the Maintain Activities (LM_ACT), Maintain Programs (LM_PROG), and Define Supplemental Learning (LM_ADHC_SETUP) components.

• Team Members (LM_SS_MANAGER_UI)

  This is a self-service component for managers. It enables managers to view enrollment or registration requests submitted by their own team members or the direct reports of their immediate team members, and to approve, deny, or push back learning requests.

  Note. We discuss this component in the self-service chapter of this PeopleBook.

  See Maintaining Learning Records and Objectives through Self-Service Pages.

• Administer Activity Rosters (LM_ROSTER)

  This is an administrator component. It enables administrators to view activity enrollment requests and to approve or deny the requests.

  Note. We discuss this component elsewhere in this chapter.

  See Administering Enrollment-Related Tasks.

• Administer Program Rosters (LM_PRG_RSTR_ADMIN)

  This is an administrator component. It enables administrators to view program registration requests and to approve or deny the requests.

  Note. We discuss this component elsewhere in this chapter.

  See Administering Registration-Related Tasks.

Note. Enrollment, registration, and supplemental learning requests are not automatically routed for approval. You must set up the approval steps for specific catalog items, activities, programs, and supplemental learning to trigger approval workflow.

See Setting Up the Approval Framework.

Pages Used to Approve Enrollment and Registration Requests

Monitoring Approvals

Access the Monitor Approvals page.

Search Criteria

Use the fields in the Search Criteria group box to locate approval records using the following filters:

• Approver's User ID

• Approval Process Definition

  Note. You define approval process definitions using the Process (SAC_AW_PRCS) component.

  See Setting Up the Approval Framework.

• Status of the Approval Request

• Originator of the Approval Request

• Set ID Associated with the Learning Environment

• Last Modified Date

Activity Enrollment, Program Registration, and Supplemental Learning

The system displays the activity, program, and supplemental learning requests meeting the criteria specified in the Search Criteria group box. Click the links in the Activity Enrollment, Program Registration, and Supplemental Learning group boxes to view the details of a learning request, view a graphic illustration of each approval path, and take action on pending approvals.

Taking Administration Actions on Approvals

Access the Monitor Approvals - Administrator Actions page.

Use the fields on this page to submit, approve, deny, or push back approval requests. This page also enables you to transfer approval authority from one user to another, insert additional approvers or reviewers at any point in the approval path, or start a new approval path.

Note. You define approval paths using the Process (SAC_AW_PRCS) component.

See Setting Up the Approval Framework.

Reassign Pending Tasks

Administrative Approve Deny

Standard Stage

View a graphic display of the approval path for the selected activity, program, or supplemental learning request. Click the Plus signs to add additional approvers or reviewers to the path, or to start a new path.

Approving Enrollment and Registration Requests

Access the Learning Approvals page.

Approve

Click to approve a learner's enrollment or registration request. The Learning Approvals – Approve Enrollment page appears and the system does not require any further action. For approved enrollments, the system sets the enrollment status of the learner to enrolled or waitlisted, depending on whether the activity is full. The enrollment status does not change if the activity and waitlist are both full, or if the activity is full and there is no waitlist enabled. For approved registrations, the system sets the registration status of the learner to registered. The system also generates an email informing the learner of the updated enrollment or registration status. Note. We discuss the Learning Approvals – Approve Enrollment page in the chapter on self-service transactions. See Managing Learning Records and Objectives Using Manager Self-Service Pages.

Deny

Click to deny a learner's enrollment or registration request. The Learning Approvals – Deny Enrollment page appears, where you must click Continue to confirm that you want to deny approval. The Learning Approvals – Deny Enrollment Confirmation page appears and the system does not require any further action. For denied activity enrollments and program registrations, the system sets the learner's enrollment or registration status to dropped. The system also generates an email informing the learner of the updated enrollment or registration status. Note. We discuss the The Learning Approvals - Deny Enrollment and Learning Approvals - Deny Enrollment Confirmation pages in the chapter on self-service transactions. See Managing Learning Records and Objectives Using Manager Self-Service Pages.

See Also

Enrollment Workflow Notifications

Curricula and Certification Workflow Notifications

Reviewing Activity, Program, and Supplemental Learning Details

Access one of the following pages:

• Learning Approvals - Enrollment Details (for activity enrollment requests)

• Learning Approvals - Program Registration Details (for program registration requests)

• Learning Approvals - Supplemental Learning (for supplemental learning requests)

Click Approve, Deny, Pushback, or Submit to process the learning request.

Status

View the status of the activity, program, or supplemental learning request.

Standard Stage

Review the approval path for the learning request, add additional approvers or reviewers to the path, or start a new approval path.

Comment

Enter comments related to the approval or denial of the request.

Sending Enrollment, Registration, and Waitlist Notifications

This section provides an overview of enrollment and registration notifications and lists the pages used to send these notifications.

Understanding Enrollment, Registration, and Waitlist Notifications

Use the Enrollment Notifications Application Engine process (LM_NOTIFY) to send activity and program notification emails for enrollment and registration status updates. When there is a change in a learner's enrollment or registration status for an activity or program, the system automatically generates an activity or program notification that alerts the appropriate users of the change. These notification emails get queued in the system. You must run the Enrollment Notifications process to send these notifications.

Important! You should schedule the Enrollment Notifications process to run at least once daily.

Use the Waitlist Threshold Application Engine process (LM_WLT_TRHLD) to send the Waitlist Threshold Met notification to administrators when the number of waitlisted learners for a given activity meets the waitlist threshold defined for that activity. The system sends the notification to the administrators of the primary learning environment that is associated with the activity.

See Also

Enrollment Workflow Notifications

Curricula and Certification Workflow Notifications

Sending Program Notifications

Pages Used to Send Enrollment, Registration, and Waitlist Notifications