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When you create or edit an enrollment policy you can, optionally, configure any number of approval steps that must be completed for a learner to enroll in a course. For each step you designate an approver and specify the email templates to use for the request and subsequent reminder notifications. You can also set a deadline after which the enrollment is either automatically approved or denied.
Administrators with unrestricted access to the Enrollment Policy Editor can configure approval steps.
Learners can view the status of their requests in the Enrollment Requests page, where they can also withdraw their pending requests. The LMS user assigned as the approver can view, accept and deny all their approval requests at Workspace > Enrollment Approval.
To see all approval requests at Workspace > Enrollment Approval as opposed to just the requests with you as the named approver, you will need the 'Allow Global Approval' role access control to be enabled.
For enrollment policy steps that require a course-specific approver, you can select one or two LMS users in the session properties who will be sent the approval request.
Table: Enrollment Policy Approval Step Details
| Field | Description |
| Step Name | Enter a name for the approval step (for example, Step 1 - Manager Approval. This field is mandatory. |
| Approver Selection Type | Select from the drop-down list the type of approver. If you want to select a specific approver, who does not correspond to one of the approver types in the list, select Use Approver Entered Below. |
| Designated Approver | This field is enabled only if you select Use Approver Entered Below for the Approver Selection Type. Click the browse icon to select the LMS user you want to approve this step. |
| Approval Request | Click the browse icon to select the email template to be used to send out the enrollment request notification when the learner requests enrollment in a course or program. |
| Click if you don't want this step to expire | This check box is selected by default for new steps. If you want this approval step to expire, clear the check box. You can then specify the expiration period and what happens after expiry. |
| Expiration Period | If you cleared the check box so that the step can expire, enter the number of days it will expire after it has begun. (If this is the first step, it begins when the learner requests enrollment in a course or program. Subsequent steps begin when the previous step has completed.) |
| Action Taken When Step Has Expired | If you cleared the check box so that the step can expire, select from the drop-down list whether the enrollment is approved or denied when the approval step expires. |
| Expiration Notification | Click the browse icon to select the email template to be used to send out the approval expiration notification email. |
| Reminder Day | If you cleared the check box so that the step can expire, enter the number of days before expiry that the approval reminder email will be sent to the approver. |
| Approval Reminder | Click the browse icon to select the email template to be used to send out the enrollment request approval reminder. |
| Step Remarks | Optionally, enter any remarks for the approval step. These remarks appear only in the Approval Step Details in the Enrollment Policy Editor. |
| Click if this is a manual step | Select the check box if you want this approval step to take place outside of the LMS. If you select this option, enrollments using this policy cannot be approved via the LMS. Once the learner has sent the enrollment request they can access the Knowledge Center and launch the course. |
| This step is parallel with the adjacent step(s) | If you want this approval step to be processed in parallel with other approval steps for the policy, select this check box for each step. The enrollment request notification is sent, and can be approved or denied, at the same time as other approval steps that have this option selected. |
| Prompt for additional information in each approval step |
Select the Charged Cost Center check box to prompt the approver for the cost center to charge for the enrollment on approval. To send an email outside of the LMS regarding the charged cost center for the enrollment during approval, select the E-mail to whom notification regarding the charged cost center is needed check box. The approver must enter an email address when prompted for the charged cost center. |
| Notify Email | If you selected the E-mail to whom notification regarding the charged cost center is needed check box to send a notification email during approval, click the browse icon to select the email template to use to send the email. The email is sent to the address entered manually during approval in addition to any recipients specified in the email template. |
Additional Information
