Learning Module Properties - Access/Enrollment

Define Module Security

Applicable Learning Types: Audiocassette, Book, CD ROM, Classroom, Coaching, Exam, External Certification, External Course, Just-in-Time Learning, Online, On-the-Job Training, Program, Self-Training (Paper), Self Training (Video), Special Interest Group, Task, Video, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

You can set access permissions for learning modules, specifying who can view (Read-Only Access) and who can edit (Unrestricted Access).  Typically, instructors and learners have read-only access. Instructors need this to administer their sessions. If granted in Module Properties, they'll have this access for all sessions; otherwise, it must be granted for each session. Learners require read-only access to enroll in a module.

To configure the permissions for a learning module

  1. Click Define Module Security in the Module Properties tab. 
  2. Click Permissions. 
  3. On the Read Only Access tab, locate and select the read only users (learners and instructors).
  4. On the Unrestricted Access tab, locate and select users who will have access to edit the module.
  5. Click Save.

Assign Prerequisites

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Special Interest Group, Task, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

Setting prerequisites for learning modules ensures participants are adequately prepared for a course. You can designate both primary and secondary prerequisite courses, specifying how to check if they're met. Additionally, you can choose to require at least one prerequisite or that all prerequisites are met.

To assign prerequisites to a module

  1. Click Assign Prerequisites.
  2. Click the Assign prerequisites link. The Currently Required Module(s) page opens in a new window. 
  3. Enter a search term to search for the prerequisite module or select a catalog and learning type to help refine the search results.
  4. Click Filter. The learning modules matching your search criteria are listed in the Available Choices box.
  5. Select one or more modules in the list and click the down-facing chevron to add them to the Selections box. 
  6. Repeat steps 4 to 6 to search for other learning modules, if required. To remove a module, select it in the Selections box and click the up-facing chevron.
  7. Click OK to return to the Assign Prerequisites page.
  8. Select the prerequisite check type from the drop-down list. It will be applied to all of modules in the Currently Required Module(s) list.
  9. If you assigned more than one prerequisite learning module, select from the Prerequisite Business Logic drop-down list whether the check type condition must be met by all prerequisites (Use AND logic) or just one (Use OR logic).
  10. Click Save.
  11. To assign a secondary set of prerequisites repeat steps 2 to 10 above.

Assign Related Courses

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self Training (Video), Special Interest Group, Task, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

Related courses can be suggested to learners to enhance their learning experience alongside a module. These courses are displayed in the Course Details page. Clicking on a related course's name directs users to its own Course Details page, where they can enroll or request enrollment. Unlike prerequisites, recommended courses are optional.

To assign a relate course to a learning module

  1. Click Assign Recommended Course(s). 
  2. Click the Assign Recommended Course(s) link. 
  3. Locate the appropriate courses using the search.
  4. To add one or more courses to the list of recommended courses, select each course in the Available Choices box and click the single chevron to move them to the Selections box.
  5. Repeat steps 4 to 5 to find other courses as required.
  6. Click OK.
  7. To remove courses from the Currently Added Modules box, select them and click the Remove Recommended Course(s) link.
  8. Click Save.

Assign Supervisor Assessment

Applicable Learning Types: On-the-Job Training

Course administrators can assign one or more supervisors and a supervisor assessment exam type for On-the-Job (OTJ) learning types. In such instances, the supervisor must complete the associated supervisor assessment exam for the participant to finish the course. Configured in the learning module, this means that all participants in the course must undergo assessment as defined in the module.

You also have the ability to configure supervisor assessment in Group Enroll in Session Properties.  Please see for Learning Module Session Properties for additional information.

To assign a supervisor assessment to an OTJ learning module

  1. Click Assign Supervisor Assessment. 
  2. Click the Browse icon in the Supervisor Assessment field.  
  3. Available supervisor assessments display in the Available Choices box.  
  4. Filter the list if necessary.
  5. Select the appropriate assessment and click the down arrow to move them to the Selections box.
  6. Click OK.
  7. Select who can carry out the assessment.  The learner's direct appraiser is selected by default.  You can also select the user's direct supervisor (as configured in the user profile).
  8. Select one or more check boxes to specify who can carry out the supervisor assessment. Options include the learner's direct appraiser, direct supervisor (as configured in the user's profile) or you can assign one or more specific LMS users to perform the assessment. To do this, click the Select link and select the user. 
  9. Optionally, select the supervisor assessment delivery language from the drop-down list.
  10. Click Save.

Assign Exam/Certification/Evaluation

Applicable Learning Types: Classroom, Coaching, Exam, Online, Program, Self-Training (Paper), Self Training (Video), Special Interest Group, Task, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

Learning modules can be assigned a certification, an evaluation and one or more exams.  

To assign exams, certifications and evaluations to a learning module:

  1. Click Assign exam/certification/evaluation.
  2. Configure the options as described below:
  • Exams - Learning modules can have multiple exams, each with configurable rules—like mandatory or optional status—and options for automatic module completion upon passing all exams. Additionally, you can select the exam language if available in multiple languages. Exams can be accessed by participants from both the Learning Center and the Knowledge Center Course Details.
  1. To assign one or more exams, click the + icon. A selector page opens in which you can search for and select exams.
  2. If you want to make it mandatory to pass all of the selected exams in order for the participant to complete the module, select the Mandatory check box.
  3. Select whether passing the exams automatically completes the module for the participant.
  4. For exams available in more than one language, select from the Delivery Language drop-down list how the delivery language is determined. 
  • Certification - You have the option to select a certification to link with the learning module. Certificates are usually granted upon course completion or, if applicable, upon passing an associated certification exam.
  1. Click the Browse icon in the Certification field. A selector page opens in which you can search for and select a certification.
  2. To remove the certification, click the delete icon. The certification name is removed from the Certification field.
  • Evaluation - Evaluations, a type of exam, can be selected and linked with the learning module. You can designate whether participants must complete them.
  1. Click the Browse icon in the Evaluation field. A selector page opens in which you can search for and select an evaluation.
  2. To remove the evaluation, click the delete icon. The evaluation name is removed from the Evaluation field.

Define Enrollment Policy

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self Training (Video), Special Interest Group, Task, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

Enrollment Security controls user enrollment permissions, while Enrollment Policy dictates the enrollment processing flow. These settings are managed on the Define Enrollment Policy page of the learning module. Additionally, you can configure whether users can re-open a module after completing it.

For detailed information about the properties in each section, see Learning Module Enrollment Policy Properties. 

To define an enrollment policy for a learning module

  1. Click Define Enrollment Policy.
  2. In the Enrollment Security section, configure access to the course and other actions participants can take relating to enrollment. Select any organization or user constraints as required.
  3. In the Enrollment Policy section, you can configure which enrollment policy to assign to the learning module. 
  • The Default Policy is automatically assigned to new courses. It enables self-enrollment without approval, allowing learners to enroll instantly. To select a different policy, click the Browse icon to open the Enrollment Policy Editor. Note: Approval-based organization-level enrollment policies don't override the Default Policy if it's assigned to a learning module.
  • To assign a distinct enrollment policy for a particular organization's members, choose the Organization Group option. Select the organization by clicking the Browse icon in the Organization field, and choose the policy by clicking the Browse icon in the Policy Name field. Click the Add organization button to configure additional organizations. To prioritize the organization-level policy over the course policy, check the Allow a configured organization enrollment policy to take precedence over this course policy checkbox.
For information about managing the available enrollment policies, please see Create and Manage Enrollment Policies.
  • To assign a distinct enrollment policy for a specific organization's members, select the Organization Group option. Then, choose the organization and policy by clicking the Browse icon in the respective fields. You can establish additional organization/policy associations by clicking the Add organization policy button. Check the box "Allow a configured organization enrollment policy to take precedence over this course policy" to prioritize the organization-level policy over the course policy.
  • To choose an alternate enrollment policy for a user group, choose the User option. Then, select the user group and policy by clicking the Browse icon in the respective fields. Additional user group/policy associations can be created by clicking the Add organization policy button.
  • Click the checkbox to apply the Enrollment Policy when learners choose an active session or are moved from a "Prompt User to Select Session" session.
  1. In the "Allow reopen" section, mark the checkbox to permit learners to revisit and download resources from the course after completion. Note: Learners reopening a module do not earn extra credit for completing the course again.
  2. Click Save.

Enrollment Restriction

Applicable Learning Types:Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self Training (Video), Special Interest Group, Task, Virtual Classroom, Virtual Classroom (Archived), Workshop/Seminar

Enrollment restrictions enable you to restrict course enrollments within a set date range based on organization and/or job profile. Multiple rules can be configured targeting specific organizations and job profiles, allowing varying enrollment limits per organization.

If enrollment is requested outside the configured date range for the module, the restriction is not enforced.

For learning modules with one or more sessions, enrollment restrictions defined at the module level are applied to its sessions by default. For each session, you can choose to have no restrictions, keep the module level restrictions, or define different restrictions. For additional information about configuring sessions, please see Create and Manage Learning Module Sessions.

To configure an enrollment restriction for a learning module

  1. Click Enrollment Restriction.
  2. When you created to module, the Restriction Process field was set to Unrestricted by default. Select Use Module Restriction from the Restriction Process drop-down list.
  1. To set the date range, click the calendar icon in the Start Date field to select the start date then click the calendar icon in the End Date field to select the end date.
  2. In the Rule(s) section, select the organizations affected by the enrollment restriction. At least one organization must be chosen. Click "Select Organization(s)" to open the Organization Selection page in a new window. Select the relevant organizations and click "OK" to add them to the list. To remove an organization, simply deselect it from the list.
  3. In the Limit per Organization(s) field enter the number of enrollments allowed for the selected organizations.
  4. To select the job profiles to which the restriction will apply, click Select Job Profile(s) field label and select one or more job profiles in the Selector page.
  5. Click the Save icon.

Email Preferences Setup

Applicable Learning Types: Classroom, Virtual Classroom, Workshop/Seminar

Emails can be triggered when certain events related to classroom or virtual classroom courses occur, and sent to various LMS users like participants, instructors, and managers. System Default email templates are available to specify content, recipients, and frequency. Additionally, custom email templates can be selected and configured at the module level. 

Email preferences set at the module level are automatically applied to its sessions by default. These preferences can be modified within each session, with session-level configurations taking precedence over module-level settings. If no preferences are configured for a session, the module's settings are utilized.

To configure the email preferences for each course-related event for a learning module

  1. Click Email Preferences Setup.
  2. Configure the event emails as necessary.  For additional information about each of the events and their configuration options, please see Email Preferences.
  • To select or edit the email template click the Browse button.  Locate and open the appropriate template.  Review the template and make any updates that will apply to the module only.  Alternatively, you can create a new email template.
  • Enter or select any additional configuration options available for each event email.
  1. Click the Browse icon for each event to which you would like to assign a custom template.  The Email Template Editor opens in a new window.