Program and certification self-enrolment

Available from Totara 19.1

From Totara 19.1 there is an assignment type available in programs and certifications allowing self-enrolment for learners.

Once you've created a program or certification, as a Site Administrator you can setup a new Group assignment type. This allows configuration for learners to self-enrol into a program/certification, as well as the option to withdraw from that program/certification.

• Site Administrators can enable/disable the enrolment and withdraw setting when creating a Group, which allows learners to self enrol and withdraw from a program or certification.

• Site Administrators can setup an Assignment due date for the Group the same way you would for other assignments in a program or certification.

• Multiple groups can be created under the assignment tab along with other assignment types such as audiences or organisations.

  Note: Learners assigned to a program or certification through methods like audiences can still self-enrol if a self-enrolment group is available.

  If withdrawal is enabled for that group, they can withdraw from their self-enrolment - but they won’t be able to withdraw from assignments made through other methods like audience-based enrolment.

• Site Administrators can still manually add learners to a group for direct enrolment, while other users can self-enrol and will automatically be added to the group.

• Site Administrators can edit due dates for learners via the Completion tab.

• Site Administrators can remove a learner self-enrolled from a Group via the Assignments tab.

• Learners who self-enrol into a program/certification still follow the exception rules such as Time allowance or Already assigned to program.

• To assist with reporting on program/certification assignments, Site Administrators have the option to create a user report based on the report sources:

  • Program/certification membership.

  • Program/certification overview.

  • Program/certification exception.

  • Program/certification completion.

  …and edit the report columns be adding the following columns:

  • Assignment type (Audience, Group, Individual, Organisation).

  • Assignment name (Name of the Audience, Group, Individual, Organisation).

Creating a Group

1. Navigate to the program/certification and select the Assignments tab.

2. Select Group from the Add… dropdown menu.

3. Enter a name for the new group, which is a mandatory field.

4. Add a description for the group.

   The summary is shown to the learner when they select to enrol. You can utilise the summary field to provide learners information, for example, on the program/certification content.

5. Under Group management select whether to Allow learners to enrol and Allow learners to withdraw.

6. Select Ok to add the group or Cancel to exit.

   

7. You can add individual users to a group by selecting the add user icon () for that group, then selecting the individual user(s) from the list.

   Adding individual users to a group is optional as groups with self enrolment enabled requires no site administrator intervention to assign learners.

8. Enter an Assignment due date for the group. This can be fixed date or relative to event.

9. Repeat steps 2-8 to add further groups.

If a program or certification has audience visibility rules, these still apply even if a self enrolment group is assigned. So learners may only see that program or certification within a catalogue if they meet the visibility rules based on audience membership.

Self-enrolment for the learner

When selecting a program or certification to view from the catalogue, and that program/certification has self-enrolment enabled, learners viewing the program/certification we will see an Enrol button to self-enrol.

1. Learner selects the Enrol button ()located at the top left of the page.

2. The learner will then see one of two options when wanting to self enrol:

   1. if there is only one self-enrolment Group available, the learner will see the description for the group, and due date which has been set with a message advising if they are sure they want to enrol in to that program or certification, and an Enrol button to enrol into the program/certification.

   2. If the program/certification has two or more self-enrolment groups, the pop up will display those available groups, descriptions and due dates. The learner selects Enrol for the appropriate group. They will then see a message (as described in point a.) advising if they are sure they want to enrol into that program or certification, and an Enrol button to enrol into the program/certification as a member of that group.

      

Learner withdrawing

1. Once learners have self-enrolled, they can view the group enrolment details by selecting the three dots () at the top right of the program/certification page and select and select Enrolment details.

2. From the pop up the learner can select the Withdraw button.

   

3. A Withdraw from program message will be displayed advising the learner if they are sure they want to withdraw from the program.

4. Learner selects Withdraw to then withdraw from that program/certification.

When a learner withdraws from a program or certification, any progress or completion records from courses taken that were part of the program/certification won’t be affected.

Reporting on Group assignment type

When creating a user report from either the program or certification report source, you can include the Assignment name and Assignment type columns. This lets you see how each user was assigned. For example, a type of Group indicates they enrolled via self-enrolment, and the assignment name shows the specific group used.

You can also add an Assignment type filter to your report so you can filter the data based on:

• Audience

• Group

• Individual

• Manager

• Organisation

• Position

Learners can also review their Record of learning, and from either the Programs or Certifications tab view what programs/certifications they are assigned and the assignment type and name.

To enable learners to view Assignment type and Assignment name in their Record of learning, Site Administrators will need to edit the Record of Learning: Programs or , Record of Learning: Certifications embedded report by adding the relevant columns and filters.