|Enrollment, Group Enrollment, Ruleset Enrollment, Self Enrollment, One Time Enrollment, Multiple Enrollments, Directly Assigned, Course Level Enrollment, Ruleset, Enrollment Priority, Force Assignment|
There are three distinct types of course enrollments in the HR Learn portal. The priorities of enrollments are as follows:
- Directly Assigned / Self-Enrolled Enrollments (One-Time Enrollment)
- Group Level Enrollments (Group Inherited Enrollment)
- Course Level Ruleset Enrollments (Ruleset Inherited Enrollment)
If a user matches more than one ruleset, they will inherit the one with the highest priority (as outlined above). If a user has an active enrollment of a course that is self-enrolled or directly assigned, they will not inherit an enrollment from Group-Level or Ruleset enrollment.
All three 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 how these enrollments work in tandem throughout the system and outlines the hierarchy of enrollment priority if a user is tied to more than one enrollment at a given time.
Please review the commonly asked questions regarding enrollments and enrollment priority in the HR Learn software:
How can I tell what type of course enrollment a user has received?
Each enrollment on a user’s account will have an indicator description underneath the course title informing you of how the user was enrolled in the course. Please see these descriptions outlined below:
A One-Time Enrollment indicates that the user either was enrolled manually and directly by an LMS Administrator OR that the user self-enrolled into the course via the Course Catalog.
Group Inherited Enrollment:
A Group Inherited Enrollment indicates that the user is picked up by a group enrollment. The user is a member of a group that has a course enrollment attached to it.
Ruleset Inherited Enrollment:
A Ruleset Inherited Enrollment indicates that the user is picked up by a course level ruleset enrollment. The user meets the ruleset criteria outlined within the course level ruleset enrollment. You can read more about Course Level Ruleset Enrollments HERE.
Can a user be picked up by a group enrollment or course level ruleset enrollment if they are already self-enrolled into the course?
No. If a user is already self-enrolled into a course (or has an existing one-time enrollment), and that same course later is pushed to the user via a group enrollment or ruleset enrollment, the group and ruleset enrollment will NOT appear on the user’s account, since they are already enrolled via a one-time enrollment.
There is a setting on course ruleset enrollments labeled “Force Assignment.”
If this box is checked on a ruleset enrollment, the user WILL BE enrolled into the course again if they were already enrolled via a one-time enrollment and that one-time enrollment is now completed.
Shown below is an example of a user that self-enrolled into a course via the Course Catalog and completed the course. They were then later picked up for the enrollment again via a course level ruleset enrollment with the “Force Assignment” checkbox enabled.
If a user meets both the group enrollment criteria and the course level ruleset criteria, which enrollment will they receive?
If a user is tied to a group with a group enrollment AND meets the ruleset criteria of a course level ruleset, the user will ONLY receive the course level ruleset enrollment. The group enrollment will not be applied to their account, as they are already being picked up for the course enrollment via the course enrollment ruleset.
Will a user be able to self-enroll into a course if they are already assigned the course via a ruleset enrollment?
No. If a user is already enrolled into a course via a course level ruleset enrollment, they will be prevented from self-enrolling into the course, as they are already enrolled. When accessing the course via the Course Catalog, instead of seeing the “Enroll” button, they will see “Enrolled,” indicating that they are already enrolled into the course.