The enrollment deadline option

Introduction

In this article, we provide an overview of the Enrollment Deadline option for instructor-led training. This option helps course and catalog admins, and session instructors, to avoid last-minute sign-ups and enables instructors to take the number of attendees into consideration when planning sessions.

Understand the opportunities this option provides, see how it affects what users can do, and find out how to manage the Enrollment Deadline function. 

 

What is the Enrollment Deadline option?

Enrollment Deadline is an option that enables course and catalog admins to set the date and time after which users will be unable to self-enroll in standalone sessions or session groups of instructor-led training (with the multiple- and single- enrollment types), or in the instructor-led training itself (with the all- enrollment type). Enrollment Deadline is an optional setting.

This setting doesn't affect the admin's capability to manage user enrollment or waiting list behavior.

If you set an enrollment deadline, it'll be displayed on the course home page. The placement of the enrollment deadline depends on the course enrollment type:

• For courses with the single- enrollment type, the enrollment deadline is displayed below the session information for each standalone session that has an enrollment deadline set, and for each session group that has an enrollment deadline.
  
  

  
  

• For courses with the all- enrollment type, the enrollment deadline is displayed below the general course information because the deadline is applied to all the sessions and session groups of the course.
  
  

  

• For courses with the multiple- enrollment type, the enrollment deadline is displayed below the session information for each standalone session that has an enrollment deadline set, and for each session group with an enrollment deadline.
  
  

 

Manage the enrollment deadline

Required role: catalog or course admin.

The Enrollment Deadline option is available only for instructor-led training.

Where the enrollment deadline is managed depends on the course enrollment type set during course creation.

For the single- and multiple- types, the Enrollment Deadline is managed in the configuration panel of the relevant standalone session or session group in the following way:

1. In the Sessions section of the course configuration panel, select the relevant session or session group.

2. On the configuration panel, complete the Enrollment Deadline field. For a session group, specify a date and time when registration for this group of sessions will end. The enrollment deadline will affect all sessions added to this group. Admins will still be able to register learners after the deadline has passed.

The enrollment deadline for a standalone session is applied only to this session.

3. Save the changes.

 

 

For the all- enrollment type, the enrollment deadline is managed during course creation or edit, under the Basic Details course section in Sessions Configuration, and is applied to the whole course.

 

 

When an enrollment deadline is set

When the enrollment deadline is set, you'll see notifications about the enrollment deadline on the course configuration panel. The placement of the notification will depend on the enrollment type: 

For courses that have the all-sessions enrollment type, the enrollment deadline will be displayed in the Sessions and People sections. 

The enrollment deadline date and time are shown, but the time zone and time zone name aren't.

 

 

For courses that have the single- or multiple- enrollment types, the enrollment deadline will be displayed for each standalone session and each session group on the Manage Learners panel:

1. In the Sessions section of the course, select a standalone session or a session group.

2. On the opened Actions panel, select Manage Learners. 

On the opened Manage Learners panel, the enrollment deadline for this session or session group is displayed.

The standalone session displays the enrollment deadline date, time, time zone and time zone name.

 

 

When an enrollment deadline has passed

If the enrollment deadline has passed, admins can still manage enrollments.

Users will be unable to self-enroll in standalone sessions and session groups of instructor-led training (with the multiple- and single- enrollment types) or in the instructor-led training itself (with the all- enrollment type).

If a learner is registered for a standalone session or a session group with an enrollment deadline in the past, they can still cancel their registration for this session or group and select another one.

On the course home page, users will be notified if the enrollment deadline has passed. The method of notifying users will depend on the course enrollment type:

• For courses with the single- enrollment type, users won't be able to select a standalone session or a session group with an enrollment deadline in the past. The session or session group will be greyed out and unavailable for selection.
  
  

 

However, if users were added to a waiting list for a session or session group that has an enrollment deadline set, they'll be automatically registered for this session or session group if a place becomes available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

If a user is registered for a standalone session or session group with an enrollment deadline in the past, they can change their session registration by selecting another session or session group from the list of available sessions and groups for the course. In this case, before they select the Change session registrations option, it's still possible to go back to this session or session group with the enrollment deadline in the past and keep their seat. After the session or session group registration is changed, this session or session group with the enrollment deadline in the past becomes unavailable for selection.

 

• For courses with the multiple- enrollment type, users won't be able to select a standalone session and/or a session group with an enrollment deadline in the past. The session or session group will be greyed out and unavailable for selection.
  
  

  

 

However, if users were added to a waiting list for a session or session group that has an enrollment deadline set, they'll be automatically registered for this session or session group if a place becomes available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

If a user is registered for a standalone session or session group with an enrollment deadline in the past, they can change their session registration by selecting another session or session group from the list of available sessions and groups for the course. In this case, before they select the Change session registrations option, it's still possible to go back to this session or session group with the enrollment deadline in the past and keep their seat. After the session or session group registration is changed, this session or session group with the enrollment deadline in the past becomes unavailable for selection.

 

• For courses with the all- enrollment type, the enrollment deadline is displayed in the Information section of the course. When a user tries to enroll in the course by selecting Enroll to course, they'll see the message You cannot enroll because the enrollment deadline has passed.

However, if users were added to a waiting list for a course that has an enrollment deadline set, they'll be automatically enrolled in this course if a place becomes available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.