Now that you have learnt how to create Learners[link: creating learners], Courses and Sections[link: creating courses and sections] as well as Learning Pathways, we can begin to enroll those Learners into Sections or Learning Pathways. Learners need to be enrolled into Sections (or Learning Pathways) in order for them to have access to the course content that you have created for them.
You can enroll Learners into Sections or Learning Pathways in several ways. In this Article, we will show you how to enroll Learners into both Sections and Learning Pathways either manually or in bulk. We also briefly cover the Self-Registration functionality made available by Genius through the Course Catalog included with our Solution; but in general, if you would like to know more about how to set up Genius to allow your learners to self-enroll into their courses, please visit Setting up the Course Catalog[link: setting up the Course Catalog].
When you are finished reading this Article, you should be able to enroll your Learners into the learning opportunities you have made available for them either in the form of individual Sections of a Course, or alternatively, by enrolling them into the Learning Pathways comprised of multiple courses.
Enroll Learners into Sections
In this Section, we will cover how to enroll Learners into Sections through the tools provided by Genius. You can enroll Learners into a section in several ways: manually, through the Learners tab, in bulk, through the Bulk Enroll tool in the Learners tab, or alternatively, through the CSV Import tool in the Enrollments tab. We will cover all of these methods below:
Manual Enrollment into Sections
To enroll a single Learner into a Section using the tools provided by Genius, you can click on the Learners tab, then click on a learner from the Active Learners list that appears on the Main Content area of your screen. The learner’s profile page will appear:
From the Learner’s Profile Page, click on “Enroll in a Section” page under the Actions heading on the sidebar on the left-hand side of your screen. This will allow you to select the section that the learner should be enrolled in. When you click on Enroll in a Section, you will be able to narrow down your search by selecting a Term, a Course and finally a Section.
If the section has a specified start or duration, these field will be filled out by Genius with the details of the Section. If it does not, you can specify a Start Date for the learner by completing this field. Remember, in Genius, End Dates are typically calculated by adding a course’s Duration to its Start Date. Once you have completed this process, click Enroll and the learner will therefore be enrolled in the Section.
Once you click on the “Enroll” button, the learner will be enrolled in the section and a confirmation email will be sent to the learner. The wording of this email, which can be configured by the administrator, is set in the template AUTO_NEW_COURSE_REGISTRATION, which can be found under Administration > System Setup >Templates.
Important Note: When you use the manual enrollment tools as described in this Article, you will override any system-based obstacles that may prevent a Learner from enrolling in the Section in the first place. This means that a Learner that is enrolled in a Section by an Administrator will not have to complete payment, meet pre-requisites or belong to a specific Affiliation in order to take part in a Section if he or she is enrolled in the Section by an Administrator.
This is a valuable tool designed to provide you with a workaround past any limitations you may have set up in Genius in order to control access to your courses.
Bulk Enrollment into Sections
To enroll larger groups of Learners into Sections, perhaps the easiest way is to take advantage of the Bulk Enroll tool in the Learners tab. This tool allows you to select a large group of learners and then enroll your selection into the section of your choice. To access this tool, click on the Learners tab, and then click on Bulk Enroll:
A screen with a series of drop-down menus appears in your Main Content area. You can use this screen to select a large group of Learners and then enroll them into the Section you want. If you want to select amongst all the learners in your learning initiative, leave all fields blank or unselected and then click Get Data.
In this case, we want to enroll a few learners in the “Blackboard Products” affiliation into a Section. We click on the Affiliation drop-down menu, and look for the Blackboard Products affiliation. We then click Get Data, and Genius will display all the Learners associated with this Affiliation:
We can now select a few of these learners and then move them towards enrollment. We select three learners in this group, Aardvark Aardvarky, Sebastian Arboleda and Sebastian Arboleda-Palacios by checking the box on the left-hand side of their Learner Index. We then scroll down, and hit the Enroll button:
When you do that, a floating screen will appear. You can then choose the Term, the Course, the Section and the Start Date for the Section you want to enroll these learners into. We make our selection, and then click Enroll:
These learners will then receive confirmation emails and will be enrolled in the section you chose. We can head back to the Learners tab and click on one of their names to check that the Enrollment operation went well.
Enrollment in Learning Paths
The process to enroll a learner into a Learning Path is very similar to the one we have just described to enroll a Learner or a group of Learners into an individual Section. However, keep in mind that when you enroll a Learner into a Learning Path, you are enrolling that learner into a large number of courses.
This means that the tools offered by Genius to enroll either a single Learner or a group of Learners into a Learning Path is a particularly powerful way to get your learners going with the learning content you have prepared for them as part of your learning initiative.
Manual Enrollment into a Learning Path
To enroll a Learner into a Learning Path, first click on the Learners tab, and search for the learner you want to enroll in the Active Learners page that appears when you first click on the Tab. Click on this Learner, and the Learner Profile page will appear:
In the Learner Profile Page, scroll down and find the Operations heading on the sidebar on the left-hand side of your screen. Under Operations, click on Manage Learning Paths, and a page that is very similar to the page you saw under Enroll in a Section will appear:
You can then select the learning path you want to enroll this learner into and define the start and end dates for the enrollment.
NOTE: If you define both a start and an end date for the enrollment, you will override the Duration of the learning path that was set up when the path was first created.
Click Enroll, and the learner will be enrolled in the learning path you chose for her. You can verify that the operation was successful by either checking on the Learner’s profile page (as we did earlier), or alternatively, you can also log into Genius as that particular user by going to Learners > Active Learners > (select learner) > Login as User and verifying that the new Learning Path you just enrolled the learner into does, in fact, appear on that Learner’s dashboard:
In this case, our Learner has successfully been enrolled into the Learning Path we wanted and this Learning Path appears on this Learner’s Dashboard, so our operation was successful.
Bulk Enrollment into a Learning Path
To enroll a large group of learners into a Learning Path, you can click on the Learners tab, and then find the Bulk Enroll menu item on the sidebar to the left-hand side of your screen. Click on it, and an interface that is very similar to that used to Bulk Enroll users will appear:
As with Bulk Enroll, you can use the filtering criteria to return a listing of users, and then use the checkboxes to select the group of learners that you actually want to enroll. In this case, we set the Status to Active, and then click on the Enrolled in… checkbox to select learners who have ACTIVE enrollments in the CONCUSSION course. We leave the Section field blank, as we just want to enroll all those learners who are now enrolled in the Concussion course in a new learning pathway:
We click Get Data, and Genius returns a grid of learners that we can select using checkboxes, just like in the case of Bulk Enroll. We select a few learners from the list returned by Genius, and then scroll down and click the Bulk Learning Path button below. A floating window appears, and you can select the Learning Path you want to enroll these learners into, as well as the Start and End Dates of their enrollment. Click Enroll, and Genius will complete the enrollment process:
As you may already know after reading through Creating Courses[link: creating courses], Genius also supports rolling enrollments. In a Rolling Enrollment environment, learners can start their courses at anytime. However, organizations still have the ability to limit the start dates by specifying the options a learner can pick from. As an Administrator, you can decide whether the learner can chose any start date he/she wants (pure “rolling enrollment”), or whether he/she must pick one date from a list of available start dates. You can define this preference when you create a Term[link: creating terms] in Genius.
The end date for a Section or a Learning Pathway is automatically calculated by Genius based on the selected start date and on the section duration. For instance, if a section is 8 weeks long, and a date of 09/01/20xx is selected as the start date, the end date will be automatically set to 10/26/20xx.
However, you or other authorized users can manually change that end date to any value. If a learner wants to complete an 8-week Section in 4 weeks, the person enrolling this learner can manually adjust the end date to be exactly 4 weeks after the section or learning path’s Start Date. When you adjust a section’s Duration, Genius will automatically adjust the Pacing of that Section – more about Pacing here[link: setting up pacing].
Setting up Genius to Allow Self-Enrollment
Self-enrollment is one of the ways in which Administrators can get the most out of the functionality offered by Genius. Learners can self-enroll into their learning opportunities by using the Course Catalog[link:learners/course catalog] included with Genius.
We’ve already covered part of the functionality offered by Genius around self-enrollment in the Creating Courses and Sections article, where you saw that you can define whether a Course is available for self-enrollment or not when you are creating the Course. We have prepared a complete step-by-step guide on creating a true self-service registration experience in Setting up the Genius Course Catalog[link: setting up the Genius course catalog].
When you enroll a learner in a section or a learning pathway, you create an enrollment - an object that links the user with the section or learning pathway. In Genius, enrollments can have different statuses, as described in the table below:
|Enrollment Status Value||Description|
|Active||Currently enrolled in the learning opportunity|
|Dropped||Learner had dropped or cancelled the enrollment|
|Dropped_Grace||Learner has dropped the course within the X day grace period defined by the Parameter GRACE_PERIOD set under Administration > Parameters|
|Completed||Learner has completed the course or is no longer enrolled in the course|
|Blocked||Learner is enrolled in course, but is blocked from accessing the course content in the LMS via Single Sign-On|
|Future||This enrollment status is deprecated and is no longer in use|
You can manually edit a learner's enrollment status by going to that learner's Enrollment History under Learners > (select a learner) > Enrollments > Current Enrollments. This will display a complete history of that learner's existing enrollments. You can manually edit an enrollment from here - which means that you can assign one of the above statuses to an enrollment, or even complete a course or manually add a grade to an enrollment using this tool.
To learn more…
Please check back on this article for additional instructions on how to enroll Learners into both Sections and Learning Paths through a CSV import. You may also find it valuable to learn more about how to set up a self-service registration model[link: setting up the Course Catalog] in Genius, as well as how to ensure that Genius accepts and processes payments through the e-Commerce[link: e-commerce] platforms offered by the System.
In the meantime, now that you’ve enrolled Learners into Sections and Pathways, you will want to learn about how to set up Pacing[link: progress and pacing] for those enrollments. Through Pacing, Genius can tell if a learner is behind, on or ahead of schedule in completing his or her assigned coursework. Once you have more than just a few dozen learners, having a quick way to know who’s behind and who’s on schedule is critical – and Genius provides you with the tools to do just that.