Overview

Self-enrolment lets learners join a program or certification themselves, without waiting for a Site Manager to assign them. Site Managers control it through a new assignment type, the Self-Enrolment Group.

With self-enrolment you can:

• Open a program or certification to learners who choose to take it.
• Offer several groups on one program or certification, for example different deadlines
• Set a due date for each group, fixed or relative to an event
• Let learners withdraw themselves, if you allow it
• Report on how every learner was assigned, including which group they joined

This guide has two parts. For site managers it covers setup, membership and reporting. For learners it covers enrolling, withdrawing and viewing assignment details.

Note  Wherever this guide says “certification”, the same steps apply to programs.

Before you start

Keep in mind:

• Catalogue visibility is unchanged. Learners only see a program or certification if your existing audience visibility rules allow it. A Self-Enrolment Group does not make it visible to everyone.
• Groups sit alongside other assignment types. You can use Audience, Organisation, Individual and Self-Enrolment Group assignments on the same program or certification.
• The group description is learner-facing. Learners see it when they enrol, so use it to explain content, duration or who the program or certification is for.

For Site Managers

Create a Self-Enrolment Group

1. Open the program or certification and go to the Assignments tab.
2. Click Add Self enrolment group.
3. Complete the fields:
   • Group Name (required)
   • Description (optional, shown to learners when they enrol)
   • Allow learners to enrol: turn on to let learners join this group
   • Allow learners to withdraw: turn on to let learners leave this group themselves
4. Click Ok to save. The group appears in the assignments list. Click Cancel to close without creating it.

Tip  If you leave Name blank, an error appears and the group isn’t saved. You can create as many groups as you need on one program or certification.

Set a due date for a group

In the group’s create or edit window, use the Assignment due date field. Choose either:

• Fixed date: every learner in the group has the same deadline
• Relative to event: the deadline is calculated from an event you choose, the same options as other assignment types

The due date is optional. When set, learners see it before they confirm enrolment. It works the same way as due dates on other assignment types.

Add learners to a group yourself

You can add specific learners directly, alongside those who self-enrol.

1. On the Assignments tab, click the number under the #learners row..
2. Select one or more users from the list.
3. Click save to add them to the group.

Adding learners this way doesn’t change the group’s enrolment or withdrawal settings.

Remove a learner from a group

1. On the Assignments tab, find the group. Click on the number under #learners and its members are listed under Currently selected.
2. Click on the X beside the learner to remove them.

Exceptions still apply

Self-enrolled learners follow the same exception rules as any other assignment, including Time allowance and Already assigned to certification. Their exceptions appear in the certification exception report as usual, so self-enrolment doesn’t bypass your safeguards.

Report on how learners were assigned

Two new columns show how each learner joined:

• Assignment type: Audience, Group, Individual, Manager, Organisation or Position. Group means the learner self-enrolled.
• Assignment name: the name of the group (or other assignment) the learner belongs to.
   

For learners

Enrol in a program or certification

1. Find the program or certification in the catalogue and open its overview page.
2. Click Enrol on program.
3. Review the details: the description and the due date, if there is one.
4. Click Enrol to confirm.

The program or certification now appears with your other assigned learning.

Choose a group when there are several

Some programs and certifications offer more than one group, for example different cohorts or deadlines. When you click Enrol, you’ll see each group’s name, description and due date.

1. Click Enrol next to the group that suits you.
2. Confirm your choice.

Note  You can be in one self-enrolment group at a time for each program or certification.

View your enrolment details or withdraw

1. Open the program or certification and click Enrolment details. You’ll see the date you were assigned and your due date.
2. To leave, click Unenroll from this Certification (or Program).
3. Confirm when prompted.

You’re removed from the group and unassigned. Any course progress and completions you’ve earned are kept.

Can’t see the Unenroll button?  Withdrawal isn’t allowed for your group, or you were assigned another way (for example, through an audience). Contact your administrator if you need to leave.

See how you were assigned

If your administrator has turned it on, the Certifications and Programs tab of your Record of Learning shows an Assignment type (for example, Group) and Assignment name (the group you joined) for each item. You may also be able to filter by assignment type.

Frequently asked questions

Why can’t a learner see the Enrol button?

Check that the program or certification has a Self-Enrolment Group with Allow learners to enrol turned on, and that the learner can see it.

What happens to a learner’s progress if they withdraw or are removed?

Course progress and completion records are kept. Only the assignment to the program or certification is removed.

Can learners withdraw from anything they’re assigned to?

No. Learners can only withdraw from a self-enrolment group that allows withdrawal. Assignments made by audience, organisation, position, manager or individual can’t be withdrawn this way.

Can I combine self-enrolment with other assignment types?

Yes. Groups work alongside Audience, Organisation, Individual and other assignments on the same program or certification.

Can a learner self-enrol if they’re already assigned?

The usual “Already assigned to certification” exception applies, and appears in the certification exception report.