Learners Overview - Genius CE & Enterprise

Introduction

Genius CE & Enterprise products list all learners (ACTIVE and ARCHIVED) you are able to see based on your role in the system. The list is automatically filtered for the Genius CE & Enterprise instructor role, so you may only see learners enrolled in course-sections you are an instructor of.

The coach role may only see the learners they are assigned as a coach or mentor. The affiliation role can only see learners who are a member of their affiliation. The out of the box user roles are: Learner, Instructor, Coach, Affiliation (manager of), and Admin. Over 95% of your users will only have one role, Learner.  The remaining 5% will have multiple user roles, and can toggle between the roles they have, under one username and password.

All Learner results can be filtered by typing a few characters into the search boxes above each column. Data can be sorted in ascending or descending order.  All results can be downloaded to an Excel spreadsheet.

Learner Record

When you click on the learner’s name in blue, you are taken to their learner record.  From there, you can Edit information for that learner. A learner can be assigned to one of more affiliations based on the Administration > Parameter > ALLOW_ MULTI_AFFILIATION_PER_LEARNER = 1 (1 = true, 0

= false).

All users should be created under the learner role first, then given other Roles if required.  Only the admin role, can assign the admin role to another user record. They would do it from Administration > Find Users > click on the blue edit icon > add Admin role. When you have more than one role, you can designate your primary role, which is the role you see after you first login.  If the user is only going to have the Admin role, and nothing else. You can create the admin role user from Administration > Add User.

The Learner record provides you with many options for a specific learner. You can also perform many tasks in bulk, under Learner > Bulk Actions.

Ledger provides all financial transactions that are associated to a learner record. It lists their current balance based on charges and payments.

Files provides access to all files uploaded that are associated to a learner. Some courses require external files to be submitted by the learner, and approved, before they can be enrolled in a course. These external files submitted from the learner dashboard, are accessible from their learner record > Files.

Audit gives you a log over a specific timeframe for every action to a

Learner, who initiated that action, what exactly was performed, and when.

View Notes show you every email sent by Genius CE or Enterprise to this specific learner, and the exact contents of that email.

Add Notes let you log other communication to this specific user, that was initiated outside of Genius CE or Enterprise.

Active Enrollments show you all enrollments that are currently ACTIVE for this learner.

Enrollment History show you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).

Attendance Report will show you attendance taken in Genius CE or Enterprise course- sections for this user.

Enrollment Log will show you every enrollment status change from the time their Learner account was created.

Learning Path Requirements Met will show all learning paths, mandatory and optional requirements to complete the learning path, and how many of those requirements have successfully been met by this learner.

Gradebook will show you all course-sections the learner is actively enrolled in, and all the LMS gradebook columns, and the values in those columns.

Transcript will show you all course-sections the learner has completed that are being managed and tracked by Genius CE or Enterprise.

Enroll in Learning Path will allow the user to enroll the learner into a learning path.

Enroll in Section will allow the user to enroll the learner into a course- section.

Transfer into Section will allow the user to transfer the active enrollment from one course-section into another Genius CE or Enterprise course-section. Once the transfer occurs, you should Resend Enrollments for the transferred learner to send the new enrollment to the LMS the course-section is delivered on.

Reinstate in Section will allow you to convert a mistaken DROPPED or COMPLETED enrollment status back to ACTIVE.

Send Email will send the specific learner an email from Genius CE or Enterprise. The user can choose from a list of Learner email template types, or type in a custom email from scratch.

Associate to Coach allows the user to associate a learner to a coach. A coach will only see learners they are associated with.

Bulk Actions

The first step when performing a bulk action is to identify the learners you wish to perform an action upon. The bulk actions page has many filters to help you search for learners that meet certain criteria. Click on Advanced filters to see all the filters that are available to you.

Once you define your search criteria, scroll down and click the Get Data button to see the search results. You’ll be able to select one or more learners to perform a bulk action against: Bulk Email, Bulk Archive status, Bulk Enroll in section, Bulk Affiliation change, Bulk Learning Path enrollment, or bulk Get Transcripts in PDF format.

Add Learner

Certain roles can create new learners from the Add Learner feature. The privilege is determined in Administrator > Access Setup. The blue boxes are required, and the white boxes are optional. Since the new Learner account is often being added by an administrator, the system doesn’t impose all of the same restrictions as when an account is self-created on the public student sign up page. 

For example, the same email address can be reused for learners created under Add Learner. On the public student sign up page, we enforce that the email must not already exist in the system database to prevent duplicate user accounts from being created.

Import CSV

Learners can also be created in bulk using an Import CSV spreadsheet. A sample import CSV for all object types can be downloaded from Administrators > Import CSV > click Get Sample. Preview only shows you the data in the browsed file you plan to Upload. First browse for the Import CSV file, then click the Upload. The job will be queued in the background, and whomever initiated the job will get an email with the results once the job finishes.