Enrolling in an Education Tracking Class

Complete the following steps to enroll in an Education Tracking Class:

1. From the Action section> Employee card, click the Class Enrollment icon.

   OR

   From the Employee section> Employee record> Employee Actions, click the Class Schedule button.

   The Class Enrollment Search screen is displayed.

2. Enter search criteria into the selected fields to find a class scheduled for a specific course, time frame, enrollment status, etc. For more information, see the Action section> Employee card> Class Enrollment screen> Class Enrollment Search.
3. From the search results, select the check box at the left for the appropriate class(es) and click one of the record folders.

   Class information displays for a selected class. An information box at the top of the screen also displays any prerequisite courses and status information, and any schedule conflicts between this class and existing schedules and classes.

   The system verifies that the employee has successfully completed or is scheduled to take any prerequisite courses/competencies before the date of the class. Depending on the authorization level of the employee, he or she may not be able to register for the class if the prerequisite is not already completed or scheduled.

   More About Prerequisite Override Authorization

   Depending on the Authorization role assigned to the employee, the following override options are available:

   • No Override Authorization: When this policy is assigned to users, they can only schedule an employee or themselves into a class that requires prerequisites if the course prerequisites have already been completed.
   • Override Scheduled Prerequisites: When this policy is assigned to users, they are able to schedule an employee or themselves into a class that requires prerequisites if the course prerequisites are currently scheduled – not necessarily completed. Whether or not users have this role, they will receive a warning on each employee that does not meet prerequisite requirements. It allows them to still enroll those employees that are scheduled to take the prerequisite classes before the class, but it will not allow them to schedule those who have not completed the prerequisites and are not currently scheduled. Note: The prerequisite course must end on or before the start time of the class requiring it.
   • Override All Prerequisites: If this policy is assigned to users, they can schedule anyone into any class that requires prerequisites, even if those prerequisites have not been met or scheduled. They still receive a warning at the time of enrolling the person but, they are not prevented from enrolling anyone.

   Multiple Course Prerequisites:

   When a course has multiple prerequisites, the lowest prerequisite status (i.e. incomplete, scheduled, complete) determines if the employee can be enrolled in the scheduled class for the course. See the following example:

   Prerequisite 1 Status	Prerequisite 2 Status	Enrollment Allowed? No Overrides	Enrollment Allowed? Override Scheduled	Enrollment Allowed? Override All	Comments
   Incomplete	Incomplete	No	No	Yes	Lowest status = Incomplete
   Scheduled	Incomplete	No	No	Yes	Lowest Status = Incomplete
   Scheduled	Scheduled	No	Yes	Yes	Lowest Status = Scheduled
   Complete	Incomplete	No	No	Yes	Lowest Status = Incomplete
   Complete	Scheduled	No	Yes	Yes	Lowest Status = Scheduled
   Complete	Complete	Yes	Yes	Yes	Lowest Status = Complete

   Depending on the Enrollment Method of the class, either the Enroll or the Request Enrollment button is enabled. Note: These buttons are disabled (grayed out) when there are schedule conflicts with the indicated class or if the employee is not eligible to enroll because of the status of the prerequisites.

   Setting that determines whether employees are immediately enrolled in a class or an enrollment request is submitted that requires approval by an authorized user.

   Enrollment Method Options

   The following Enrollment Method options are available:

   Immediate	All employees are immediately enrolled in the class without submitting a request.
   Need	Employees who have a mandatory requirement for a course (based on education requirements) are immediately enrolled in the class without submitting a request. Employees who have a non-mandatory requirement for the course or no requirement are submitted as a request to enroll in the class. The request must be approved before the employee is enrolled in the class.
   Request	All employees are submitted as a request to enroll in the class. The request must be approved before the employee is enrolled in the class.

4. If this is a request for enrollment a Reason can be entered for submitting the request to take the class.

   Free-form text field to enter the reason for wanting to take this class. This field is only visible when an enrollment request is created.

5. Click the button displayed to add the class to the roster.
   • When the button shows as Enroll, the employee is immediately enrolled in the class. The employee enrollment status is changed to 'Enrolled'.
   • When the button shows as Request Enrollment, the employee enrollment status is set to 'Requested'. The request must be approved by the employee's supervisor before the employee's enrollment status is changed to 'Enrolled'.
6. Click the Save button at the bottom of the screen.

   The system verifies that the enrollment is submitted during the allowed time frame. If the employee tries to enroll too early or too late, an error message is displayed. Note: For more information on these parameter settings, see Feature Configuration Set Up> Education Tracking> Organization Unit Parameters.

7. Use the Class Enrollment Navigator to scroll to the next or previous class. Repeat steps 3-6 for each class.

   Note: Certain schedule conflicts prevent the employee from enrolling in a class. For example, enrollment is prevented if an employee is scheduled to instruct another class at the same time as the selected class. However, enrollment is allowed and a notification is sent to the employee that there are overlapping classes scheduled if an employee is scheduled as an attendee for another class at the same time.

Reason

Free-form text field to enter the reason for wanting to take this class. This field is only visible when an enrollment request is created.