Enrollment Automation

Introduction

• In addition to automatically enrolling learners, we have updated the Enrollment Automation feature to unenroll learners from Learning Experiences and Playlists when they no longer meet the enrollment criteria, such as being removed from a linked Group or content unassigned from their Group.
• This addition to Enrolment Automation maintains accurate enrollment data, declutters learner dashboards, and reduces the administrative task of manual enrollment management.
• Learners who have completed a Learning Experience will remain enrolled, maintaining accurate records and ensuring compliance with regulations like GDPR. As a result, the requirement for enrollment cleanup is minimized.
• Target audience: Administrators of the learning platform

A video demo of this functionality can be found here for Linked Learning Experiences, here for Playlists and here for additional Playlist configuration options.

Feature Functionality

Enrollment Automation automatically manages learner enrollments based on their Group membership and content associations. 

When enabled, the system will automatically:

•  
  • Unenroll a learner from a Learning Experience when:
    • the learner is removed from a Group that has the Learning Experience linked
    • the Learning Experience is unlinked from the Group the learner belongs to
  • Remove a learner from a Playlist and associated Learning Experiences when:
    • the learner is removed from a Group that has the Playlist assigned, or
    • the Playlist is unassigned from the Group the learner belongs to, or
    • the Learning Experience is removed from the Playlist that is assigned to the learner's Group

If learners have completed a Learning Experience, they will remain enrolled even if they no longer meet the enrollment criteria

Additional configuration options are available for enrollment behaviour for Playlists:

• 'Remove Enrollments' (default): Learners will be automatically removed from the Playlist and corresponding Learning Experiences when they no longer have a reason to be enrolled or the Learning Experience is incomplete
• 'Preserve Enrollments': All enrollments will be preserved regardless of enrollment reasons and completions, but this can be changed on a per-Playlist level

Use Cases

• Maintaining accurate and up-to-date enrollment data in the platform
• Streamlining the enrollment management process for administrators
• Ensure learners have access to relevant content based on their Group memberships
• Declutter learner dashboards by removing Learning Experiences and Playlists that are no longer applicable

Implementation Process

Implementation is currently a 'Super Admin' only service which is completed via Learning Pool Support team. 

• Activating the service:
  • Make a request to the Learning Pool Support Team to enable the 'Enrollment Automation' service with details on the preferred additional 'Playlist Unenrollment Behaviour' options.
• Configuring the service:
  •  
    • Learning Pool Support will configure the service settings based on the options above.
• Applying Playlist Overrides (optional):
  • You can choose whether administrators with permission to edit Playlist settings can change each individual Playlist to prevent automatic unenrollment from Learning Experiences.

• Cleaning up enrollments (first-time setup):
  • The first time the service is enabled, the Support Team can clean up enrolments that do not have a valid 'enrolment reason'. This is intended to be run once per organisation and it is non-reversible.

Enrolment Automation with Recurrences

When Enrolment Automation is enabled and the default setting is set to 'remove enrolments', if there is a Group linked to a Learning Experience that has a Recurrence set up via Linked Groups, the Enrolment Automation logic will be applied.

If a user has completed the Learning Experience at the time of being removed from the group that is linked to the LX, then they will remain enrolled onto the Learning Experience. However, once the user reaches their Recompletion Available date and the user has their completion reset due to the Recurrence settings, if it is found at that time the user does not have a valid enrolment reason they will be unenrolled from the Learning Experience.

Note: users can be enrolled to the same learning experience in various ways and so may have multiple 'enrolment reasons'.

Due to the Learning Experience resetting through the Recurrence process, it will send a further 'Joined' statement to the LRS (expiry is actioned then the Enrolment reason check) therefore, if there is Automation connected to the Learning Experience a new job will be created for the user on the workflow for the Learning Experience that they are no longer enrolled onto. However, there is a check that can be introduced into Automation to check for unenrollment. Full guide can be seen here.

Best Practices and Considerations

• The time taken for dynamic unenrollment to complete depends on the number of users and enrolments affected
• Learners will be automatically re-enrolled if they are added back to a Group that has content assigned
• Use the 'sync' enrolments on linked Learning Experiences for existing group members to ensure they are enrolled based on group membership for accurate automatic unenrolment
• To unenrol a learner from a Learning Experience in a 'protected' Playlist, an admin must delete the enrolment via the enrolments table for that Learning Experience

FAQs

Q. How do I get the feature?

A. Make a request to the Learning Pool Support Team to enable the 'Enrolment Automation' service. 

Q. How long does it take for the dynamic unenrolment to take effect?

A. The time taken depends on the number of users affected. It could be quick for a small number of users or take a while for a large number of users.

Q. Does this also work for a user who is removed from a group that may be linked to a Playlist and Learning Experience?

A. Yes, if a user is removed from a group, their enrolment will be deleted from all linked Learning Experiences and Playlists if that group membership was the only reason they were enrolled and the content is not completed.

Q. Can I set exceptions for certain learning experiences not to be automatically unenrolled?

A. Yes, applying the extra configuration option of 'Preserve Enrolments' to a playlist will prevent learners from being unenrolled from any of the Learning Experiences within the Playlist.

Q. How is completion criteria determined to prevent unenrolment?

A. Completion criteria to prevent unenrolment is 100% completion of the Learning Experience.

Q. How do we track the enrolments and unenrolments that happen through enrolment automation?

A. The audit logs track all enrolments and unenrolments as per existing functionality.

Q. Who can view the audit log information?

A. As per existing audit log functionality, customers can make a request to the Learning Pool Support Team relating to the audit log.

Q. What admin permissions are needed to configure the automation rules and settings?

A. The Learning Pool Support team are the only admins who have permission to configure the service settings. Admins with permission to edit Playlist settings can change the default protection setting per Playlist if the service is configured to allow that.

Q. Is there flexibility in when the check for unenrolment happens?

A. No, unenrolment will happen when triggered by a change in group membership or Playlist content assignment.

Q. Does a user remain on the completion report for the Learning Experience they have completed?

A. Yes, if a user has completed a Learning Experience, they will remain on the completion report even if they are unassigned from the Playlist.

Q. Does the Learning Experience stay on the users' report?

A. Yes, completed Learning Experiences will remain on the user's report.

Q. Will users automatically be re-enrolled if they are added back to a group that has content assigned?

A. Yes, if a user is unenrolled from a Learning Experience with several objects completed, those object completions will be reinstated if the learner is enrolled in the Learning Experience again.

Q. How do I unenrol a learner from a Learning Experience in a Playlist that is configured to preserve enrolments?

A. To unenrol a learner from a Learning Experience in a Playlist that is configured to preserve enrolments, an admin must delete the enrolment via the enrolments table for that Learning Experience.

Q. What happens to a learner's progress in a Learning Experience when they are unenrolled due to the Enrolment Automation feature?

A. If a learner is unenroled from a Learning Experience before completing it, their progress will be saved. If they are re-enrolled in the same Learning Experience later, their progress will be restored, and they can continue from where they left off.

Q. Can learners be automatically unenrolled from a Learning Experience even if it is not part of a Playlist?

A. Yes, if a Learning Experience is directly linked to a Group and a learner is removed from that Group, they will be automatically unenrolled from the Learning Experience, provided they have not completed it.

Q. What happens if a learner is enrolled in a Learning Experience through multiple Groups or Playlists?

A. If a learner is enrolled in a Learning Experience through multiple Groups or Playlists, they will only be unenrolled when they no longer meet the enrollment criteria for all the associated Groups and Playlists.

Q. Can I apply different protection settings to individual Learning Experiences within a Playlist?

A. No, the protection setting applies to the entire Playlist. If a Playlist is protected, learners will not be automatically unenrolled from any of the Learning Experiences within that Playlist.

Q. Is it possible to exclude specific learners from the Enrollment Automation feature?

A. No, the Enrolment Automation feature applies to all learners based on their Group memberships and the Playlist protection settings. There is no option to exclude specific learners from this feature.

Q. Can I set up notifications for learners when they are automatically unenrolled from a Playlist or Learning Experience?

A. Yes, using the automation feature of the platform. A custom xAPI statement workflow item to capture the verbs left and joined can be used.

Q. How does the Enrolment Automation feature impact reporting and analytics?

A. The Enrolment Automation feature ensures that the enrolment data in the LXP remains accurate and up-to-date. This, in turn, improves the accuracy of reporting and analytics related to learner enrolments, completions, and progress.

Resources and Support

• For further assistance, contact the Learning Pool Support Team.
• Additional resources and documentation may be provided as needed.