The enrollment deadline option

Introduction

In this article, we provide you with 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 the option provides, see how it affects the user's capabilities, and find out how to manage the Enrollment Deadline function. 

 

What is the Enrollment Deadline option?

Enrollment Deadline is optional. 

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 separate sessions of an instructor-led training (Enroll user into multiple- and single- course sessions enrollment types) or in the instructor-led training itself (Enroll user into all course sessions enrollment type).

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

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

• For courses with the Enroll user into a single course session enrollment type, the enrollment deadline is displayed below the session information for each session that has a deadline set.
  
  
  
  
• The courses with the Enroll user into all course sessions enrollment type, the enrollment deadline is displayed below the general course information because the deadline is applied to all the sessions of the course.
  
  
  
  
• For courses with the Enroll user into multiple course sessions enrollment type, the enrollment
  deadline is displayed below the session information for each session that has a deadline set.
  
  

 

Manage the enrollment deadline

Required role: catalog admin 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- sessions enrollment types, the Enrollment Deadline field is managed in the configuration panel of the relevant session in the following way:

1. In the Sessions section of the course configuration panel, select the relevant session to edit it or create a new one. The Edit/Create Course Session panel opens.

2. On the session configuration panel, complete the Enrollment Deadline field.

3. Save the changes.

 

 

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

 

 

Enrollment deadline is set

When the enrollment deadline is set, you can find the notifications on the enrollment deadline on the course configuration panel, depending on the enrollment type: 

For courses that have the all-sessions enrollment type, 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- course sessions enrollment types, you can find the notifications on the enrollment deadline for each session separately in the session configuration panel:

1. In the Sessions section, select the relevant session and on the opened Actions panel, select Manage Learners.

2. On the opened Manage Learners panel, the notification on the enrollment deadline set for this session is displayed.

The enrollment deadline date, time, time zone and time zone name are shown.

 

 

Enrollment deadline has passed

If the enrollment deadline has passed, the admin's capability to manage enrollments isn't affected by the Enrollment Deadline option.

Users will be unable to self-enroll in separate sessions of the instructor-led training (Enroll user into multiple- and single- course sessions enrollment types) or in the instructor-led training itself (Enroll user into all course sessions enrollment type).

If the learner is registered for the session with the passed enrollment deadline, this learner can still cancel their registration for this session and select another one.

 

On the course home page, users will be notified about the passed enrollment deadline, depending on the enrollment type of the course:

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

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

If the user is registered for the session with the passed enrollment deadline, this user can change their session registration by selecting another session from available sessions in the course. In this case, before the user selects the Change session registrations option, it's still possible to go back to this session with the passed enrollment deadline and keep the seat. After the session registration is changed, this session with the passed enrollment deadline becomes unavailable for selection.

 

• For the course with the Enroll user into multiple course sessions enrollment type, users won't be able to select the session with an enrollment deadline in the past. The session will be greyed out and unavailable for selection.
  
  

 

However, if a user was added to a waiting list for a session that has an enrollment deadline set, they're automatically registered for this session if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.

If the user is registered for the session with the passed enrollment deadline, this user can change their session registration by selecting another session from available sessions in the course. In this case, before the user selects the Change session registrations option, it's still possible to go back to this session with the passed enrollment deadline and keep the seat. After the session registration is changed, this session with the passed enrollment deadline becomes unavailable for selection.

 

 

• For the all-sessions enrollment type, the enrollment deadline is specified in the Information section of the course. When a user tries to enroll in the course by selecting the Enroll to course option, they will see the notification 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're automatically enrolled in this course if a seat become available, even if the enrollment deadline has passed. This happens because their enrollment request was registered within the enrollment deadline period.