Enrolling Others in a Course

 

The Latitude Learning LMS  provides Student-users the ability to search for and enroll in courses made available to them. LMS Instructors, Managers, and Administrators are provided the additional option to enroll others in courses, either in batches or by individual Username. 

Note that this ability is scoped to the users’ profile assignments for Organization, Position and Role. For example, if you are a Location Administrator (Role), you will only be able to enroll students that are assigned a Position subordinate to your own, and who are tied to the Location (Organization) you manage. You can only enroll others into courses that have been shared to your Business Unit’s course catalog.

This document demonstrates how Instructors, Managers, and Administrators can best utilize the "Enroll Others" function within the LMS. Use the following links to navigate this resource according to your enrollment needs:

FIND A COURSE

There are two course search options available. You can access both from any page in your LMS portal. 
  • In the upper right corner of the window, in the Course Search field, enter all or part of the course name or course code. Click Search to produce a list of matching results. You may also click Advanced Search to open the Search Courses page for more options.  
  • In the left navigation menu, click Courses => Search Courses. This also opens the Search Courses page. 

 

The Search Courses Page

After you select Search Courses from the left navigation menu or from the Advanced Search link in the upper right corner of the window, the Search Courses page opens. 

1.  Enter your search criteria in the fields provided. You may enter all or part of the Course Name, Description, or Course Code. You can also select a Major or Delivery Method to further restrict the results.
2.  Click Search. The system will display matching results.




ENROLL OTHERS IN A Self-Paced COURSE

To enroll students in an Assessment, eLearning or Self-Study course:

1.  Click Enroll Others next to the course in which you want to enroll students. Clicking Enroll allows a user to enroll himself in the course.



2.  Follow the instructions posted in the Course Details page, under the “Enroll Others” tab: To enroll students, enter one or more Usernames separated by commas, or use the Choose Students link to open the User Picker. The User Picker allows you to filter by Name, Organization, Position, Role, or User Group to compile a list of students you want to enroll. 
3.  Click Submit and Continue to proceed.




NOTE: Please limit batch enrollment to a maximum of 100 students at a time to ensure automated eligibility and enrollment activities can process completely. If problems are encountered, please use the “Choose Students” filtered selection tool to select a smaller group of users and re-submit. This operation may take several minutes when large numbers of users are selected (up to 1 minute per 100 users).

In addition to this real-time eligibility checking and batch enrollment service, you can also elect to add a course interest for an entire organization (Location, Division, Business or even Company-wide). For self-paced course types, adding a course interest can result in auto-enrollment for eligible student-users. 

4.  If any of the students you select to enroll have more than one Location assignment, the system will prompt you to choose which Location the student should be enrolled through. The number sign (#) indicates the user’s primary profile assignment. Click Submit to continue.



The system then checks each user’s eligibility to enroll, and will provide information about any enrollment conflicts. 

5.  Under the Add column, check or uncheck the boxes to confirm which users you want to enroll. Click the Change Student? link to swap one student for another, or click Return to Add Students to make further revisions to the list. You can also click the “+” symbol next to a Student’s Name or Location Code to expand their position and location details.
6.  Once you have finalized your selections, click Submit to complete the enrollment process.



 
The system will notify you that the mass enrollment has been processed with an “Add Successful” message and updated student enrollment status.


 
The LMS will notify students of their course enrollment via email and under the “Mail Center” section of their homepage. The course in which they are enrolled will also display on their homepage, under the “Self-Studies” section.




ENROLL OTHERS IN A CLASSROOM COURSE

Classroom courses are instructor-led training events hosted in a physical or online classroom environment. The following instructions also apply to Virtual Classroom offerings, if your organization has purchased the Virtual Classroom Add-On. For these types of courses, you must first find the course, and then select from the available offerings to enroll. An Offering is a scheduled date, time, and location for the course.

To enroll students in a classroom Offering:


1.  From the search results, click View Offerings



2.  On the Course Offerings page, click Enroll Others for the offering you want students to attend. If there are no offerings available, users assigned the Portal Administrator or Instructor role can click Add New Offering to create one. Note that you can also accomplish these tasks by selecting, from the left navigation menu, Courses => Search Offerings or Add Offering.



3.  Follow the instructions posted in the Roster Enroll Students page, under the “Enroll Students” tab: 

To add students by Username, enter one or more Usernames separated by commas, or click the Choose Students link to open the User Picker. The User Picker allows you to filter by Name, Organization, Position, Role, or User Group to compile a list of students you want to enroll. Click Submit and Continue to proceed.




To add students from the interest list, click the Interest List link, select the desired filter criteria and click Submit and Continue. Note that the search filters provide the reasons users would have added this course to their interest lists, so that you can select the scenarios in which you have the authority to override enrollment conflicts. Students without enrollment conflicts are always included in search results.



The system then checks each user’s eligibility to enroll, and will provide information about any enrollment conflicts. 

4.  In the Add column, check or uncheck the boxes to confirm which users you want to enroll. Click the Change Student? link to swap one student for another, or click Return to Add Students to make further revisions to the list. You can also click the “+” symbol next to a Student’s Name or Location Code to expand their position and location details.




NOTE: Please limit batch enrollment to a maximum of 100 students at a time to ensure automated eligibility and enrollment activities can process completely. If problems are encountered, please use the “Choose Students” filtered selection tool to select a smaller group of users and re-submit. This operation may take several minutes when large numbers of users are selected (up to 1 minute per 100 users).

In addition to this real-time eligibility checking and batch enrollment service, you can also elect to add a course interest for an entire organization (Location, Division, Business or even Company-wide). For instructor-led course types, offering settings will define whether auto-enrollment is an option for eligible student-users. 


5.  Once you have finalized your selections, click Submit to complete the enrollment process. The system will notify you that the mass enrollment has been processed with an “Add Successful” message and updated student enrollment status.



The LMS will notify students of their course enrollment via email and under the “Mail Center” section of their homepage. The Offering in which they are enrolled will also display on their homepage, under the “Live Courses” section.