Re-enrollment and Re-certification are options within your Course that enable Users who have previously completed a Course to take a fresh attempt through it. This is useful for purposes such as annual compliance training or any other certification that must be renewed at regular intervals. This guide expands on the two concepts and explains how to perform them from both the Admin and Learner Interfaces.
Re-Enrollment
Re-enrollment can be found under the Completion tab when editing a Course. You will see an option to Allow Re-enrollment. When this toggle is turned ON, you will be presented with the option to choose when a Learner is able to Re-enroll themselves in the Course. This can be set to either a certain length of time after their Course completion date, or a certain length of time before their Course Certificate expires (see below for more information on re-certification).
If Course Repurchase has been configured, then Allow Re-enrollment also needs to be configured before the Repurchase Price will be displayed to Learners in the catalog.
To Re-enroll a Learner from the Admin Interface:
- Go to either the Course > Enrollments or User > Enrollments report and select a Course Enrollment.
- On the right hand side you will now have the option to Re-enroll the User in the Course.
- As an Admin, this option will always be available to you regardless of Re-enrollment settings at the Course level.
To Re-enroll in a Course from the Learner Interface, if you are within the Re-enrollment period:
- Go to My Courses and filter for the Course you wish to Re-enroll in. You can also find this in the Catalog.
- If you are within the Re-enrollment period (i.e., enough time has elapsed after completion, or you are within the number of days before Certificate Expiry), you will see the option to Re-enroll on the Course.
- If the Learner is eligible to Re-enroll in the course and repurchase has been configured, then the Repurchase Price will be displayed.
The Post Enrollments feature also allows Re-enrollment.
Re-Enrollment with Enrollment Keys
Enrollment Keys can be used to Re-enroll in Courses when Allow Re-enrollment has been enabled.
Learners need to meet the Re-enrollment criteria configured for the Course based on Time after Completion or Time Before Certificate Expires.
If the Course is set to Allow Failure and Allow Re-enrollment has been configured, then the Learner needs to meet the criteria defined under Allow Re-enrollment On Failure.
Learners can also Re-enroll in Courses where Allow Repurchase has been enabled for the Course.
Choose When a Learner Can Re-Enroll and Duration
When configuring Re-enrollment, there are two sections that need to be configured. These sections are Choose when a learner can re-enroll and Duration.
The Choose when a learner can re-enroll section has two options:
- Time after completion: When this option is selected, the Duration will be the amount of time after a Learner completes the Course until Re-enrollment will be allowed for the Learner.
- Time before certificate expires: When this option is selected, the Duration will be the amount of time prior to the Certificate for the Course expiring that Re-enrollment will be allowed for the Learner.
The Duration section has multiple fields, one each for Years, Months, and Days. It is important to review the configuration of this section, as it is possible to create a configuration that allows Re-enrollment early, or incredibly late, if the incorrect value is added.
Only if there is a value for Duration will the Re-enroll Automatically section appear.
Re-Enroll Automatically
The Re-enroll Automatically feature allows you to configure the Re-enrollment of a Learner in a Course as soon as they meet the requirements set to Re-enroll manually. If this toggle is turned ON, whenever a Learner meets the requirements to Re-enroll, the system will automatically do so for them. The new enrollment will appear as being created by the Re-enrollment Method.
For more information about configuring the Re-enroll Automatically feature, review this article:
Automatic Re-enrollment will only process for an Active Completed Enrollment. A Completed Historic Enrollment will not trigger Automatic Re-enrollment.
This article covers coming enhancements to re-enrollment functionality. For more information on these features, see our Release Notes!
Re-Enrollment with Scheduled Enrollments
Scheduled Enrollments can be used to schedule Re-enrollments for Online Courses and Curricula. This is useful for managing recurring, year over year training, such as annual compliance or Re-certification cycles, without needing to track the completion status of existing Courses.
When using Scheduled Enrollments for Re-enrollment, select Custom Date for the Automatic enrollment date value. You can then optionally select the Add recurrence check box to set a recurring schedule for future Re-enrollments.
When recurrence is enabled, the following fields define the schedule:
- Repeat Every and Frequency: Set how often the Re-enrollment runs, for example once every year.
- Recurrence Start Date: Sets when the recurrence pattern begins.
- Recurrence End Date: Sets when the recurrence pattern ends.
For full setup steps, see the Scheduled Enrollments article.
Note: This feature is unavailable for Instructor Led Courses (ILCs) at this time.
Require Course Re-Enrollment
Require Course Re-Enrollment lets you begin a new Curriculum cycle while preserving your existing Course structure and historical records. Instead of duplicating Courses for each compliance cycle, you can reuse the same Courses and reset enrollment statuses automatically when Learners enter a new cycle.
When the Require Course Re-Enrollment toggle is enabled, the feature provides the following behavior:
- All Course enrollment statuses are reset when a Learner enters a new Curriculum cycle, so each cycle starts fresh.
- The same Courses can be reused across a Curriculum's lifecycle, with no need to create a duplicate Course for each re-certification cycle.
- Previous enrollment records remain intact as Historic Enrollments, replaced by new active enrollments.
A System Admin can enable Require Course Re-Enrollment by navigating to Account > Client Settings, selecting the Curriculum tile, and enabling the Enables the ability to require course re-enrollment for curriculums toggle.
Once enabled, the Require Course Re-Enrollment toggle will become available in Curriculum Courses settings, giving Admins control over the enrollment status reset. The reset is applied at the point of Curriculum or Course enrollment.
Historic Enrollments
Discrepancies in enrollment records, such as Learners appearing as Not Started despite having completed a Course, can cause confusion in course tracking and reporting. These issues often arise due to the presence of multiple enrollment records for the same Learner in a Course, or the inclusion of historical enrollment data in reports.
When a User is Re-enrolled in a Course, all of their Lesson progress will be reset; it will effectively simulate a new Enrollment. However, their previous Enrollments will be archived, and the LMS will retain all of the reporting data from these Historic Enrollments.
Historic Enrollments are the enrollments in a Course that pre-date the most recent (i.e., "active") enrollment. These Historic Enrollments can be managed by selecting any active Enrollment in either the User Enrollments, Course Enrollments, or Course Activity reports.
These historic records can sometimes appear in reports and cause status conflicts, such as showing Learners as Not Started or Overdue despite course completion.
From the Historic Enrollments report, you will be able to edit each Enrollment to achieve further reporting on that instance. Historic Enrollments will also be listed in the admin-side Learner Transcript.
Once the User is selected, you can click Historic Enrollments from the Actions menu. This will redirect you to the Enrollment History report.
Once the report has loaded, you can select as many of the Enrollments in the report as required, and then choose the Delete Enrollments button from the Actions menu. You will be prompted to confirm you wish to delete the Enrollments with a modal window. Once OK is clicked, the Enrollments will be removed from the Learner's transcript.
Deleting Historic Enrollments can help resolve reporting issues by removing outdated or conflicting data from the system.
Historic and Active Enrollment deletions are soft deletions and can be recovered upon request. Restoring deleted enrollments requires assistance from our Support team. The Support team will need some identifying information, such as the Course Name and Username associated with the enrollment, in order to action recovery.
Learner Initiated Unenrollment
If a Learner is allowed to unenroll themselves from a Course, a Historic Enrollment will be recorded with the Unenrollment Method of Self. If a Learner unenrolls from a Course this way, an Admin will be unable to delete the Historic Enrollment.
Re-Certification
If you want to allow Users to be Re-certified for a Course that they Re-enroll in, the Course Certificate must have an Expiry Date. Once this is in place, you can then allow Re-certification by selecting the Time before certificate expires setting or Time after completion.
When setting Month or Year, the Learner will be able to Re-enroll (x) full years to the day after initial Course completion, or (x) months to-the-day.
For example, if a Learner completes a Course on January 22, 2018 and Re-enrollment is set for 3 months, the Learner will be able to Re-enroll on April 22, 2018. If the Re-enrollment is set for 2 years, the Learner will be able to Re-enroll on January 22, 2020.
Managing Certificate Expiry and Re-Enrollment Rules
Certificate expiry settings and Re-enrollment rules work together, so it is best to review them as a pair before publishing a Course. When Re-enrollment is set to open relative to Certificate expiry, the timing depends entirely on the Certificate's Expiry Date. Confirming the two are aligned prevents Re-enrollment from opening earlier or later than intended.
When configuring these settings together, review the following:
- Align the Duration with the expiry interval. Because the Duration fields for Years, Months, and Days can open Re-enrollment early or very late, set the Duration so the window opens at the point you intend relative to expiry.
- Account for the active enrollment only. Automatic Re-enrollment processes only an Active Completed Enrollment. A Completed Historic Enrollment will not trigger it, so expired historic records do not reopen Re-enrollment.
- Confirm dates across time zones. Completion and expiry dates are recorded in Coordinated Universal Time (UTC), which can shift the date an Admin sees relative to the Learner. For more information, review How Time Zones Affect Certificate Completion Dates.
The time before Certificate expires option requires an Expiry Date. If the Course Certificate has no Expiry Date, choose Time after completion instead, since there is no expiry for Re-enrollment to measure against. Configure the Certificate and its Expiry under the Completion section.
For more information, review Course Certificates.
Troubleshooting and Best Practices
In the rare case where Learners are inadvertently re-enrolled, Administrators can analyze and resolve these issues using the following options.
Administrators should review both current and historical enrollments to identify discrepancies, such as multiple records for the same Learner. Adjusting report settings to exclude historic enrollments can also help resolve mismatches between reporting tools and actual Learner progress.
- Course Enrollments Report: Use this report to identify the impacted Learners based on Course Name, Enrollment Status, etc.
- Bulk Un-enroll: For multiple enrollments, select all impacted entries in the Course Enrollments Report and select Bulk Un-enroll from the Actions menu.
When using Automatic Re-enrollment, note that Re-enrollment will trigger even if the User has been made Inactive since completing the Course. Inactive Users are unable to access the LMS and will not see these Re-enrollments unless re-activated.
Admins should review the Retroactive Changes article to confirm which configuration changes may impact Learners in the LMS.
Regular audits of enrollment records, along with educating Administrators on managing Re-enrollments and historical data effectively, can prevent discrepancies and ensure accurate reporting.
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