Certification self-enrolment

There is an assignment type available in certifications allowing self-enrolment for learners.

Once you've created a certification, as a Site Administrator you can set up a new Group assignment type. A group assignment type allows configuration for learners to self-enrol into a certification, as well as the option to withdraw from that 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 certification.

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

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

  Note that learners assigned to a certification through other methods (e.g. an audience) 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 certification still follow the exception rules such as Time allowance or Already assigned to certification.

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

  • Certification membership

  • Certification overview

  • Certification exception

  • Certification completion

  Site Administrators can also add the following columns to the report:

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

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

Creating a Group

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

2. Select Group from the Add… dropdown menu.

3. Enter a Name for the new group (this is a mandatory field).

4. Add a Description for the group.

   The description is shown to the learner when they select to enrol. You can utilise the summary field to provide learners information, for example, on the 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 person 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 require 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 certification has audience visibility rules, these still apply even if a self-enrolment group is assigned. Therefore learners may only see that certification within a catalogue if they meet the visibility rules based on audience membership.

Self-enrolment for the learner

When selecting a certification to view from the catalogue, and that certification has self-enrolment enabled:

1. Click the three dots ( ) in the top-left corner of the page of the certification overview page and select Enrol.

2. The learner will then see one of two options:

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

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

2. The learner can then select the Withdraw button.

   

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

4. Learner can select Withdraw to withdraw from that certification.

When a learner withdraws from a certification, any progress or completion records from courses in the certification won’t be affected.

Reporting on Group assignment type

When creating a user report from the 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 view which certifications they are assigned to (as well as the assignment type and name) on the Certifications tab.

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: Certifications embedded report by adding the relevant columns and filters.