Learners Overview - Genius CE & Enterprise

Introduction

The Genius CE & Enterprise platform provides a comprehensive list of all learners, both ACTIVE and ARCHIVED, that users can access based on their designated role within the system. This list is designed to automatically filter information for individuals who hold the Genius CE & Enterprise instructor role, ensuring that these instructors can only view learners enrolled in the specific course sections for which they are responsible. This targeted approach helps instructors manage their classes more effectively by providing them with relevant information about their students.

For users in the coach role, the visibility of learners is limited to those individuals they are assigned to mentor or coach. Similarly, users with an affiliation role can only access information about learners who are members of their specific affiliation group. The platform comes with predefined user roles, which include Learner, Instructor, Coach, Affiliation (manager of), and Admin. It is noteworthy that a significant majority—over 95%—of users will typically occupy a single role, which is the Learner role. The remaining 5% of users may hold multiple roles, allowing them to switch between these roles seamlessly while using the same username and password. This flexibility is crucial for users who have diverse responsibilities and need to access different functionalities within the platform.

All results related to learners can be effectively filtered by entering a few characters into the search boxes located above each column. This feature enables a streamlined and efficient method for finding specific data points. Furthermore, the data can be organized in either ascending or descending order, providing users with flexibility in how they view their information. Additionally, all results are available for download in an Excel spreadsheet format, making it easy to analyze and share the data as needed.

Learner Record

By clicking on the learner's name, which is displayed in blue, you will be directed to that learner's detailed record. This record serves as a comprehensive overview of the learner's information and progress. From this page, you have the option to edit the information associated with that learner. It is important to note that a learner can be affiliated with one or more organizations. This capability is governed by the setting found under Administration > Parameter > ALLOW_MULTI_AFFILIATION_PER_LEARNER, which can be set to 1 (true) or 0 (false).

This flexibility in affiliation allows for a more tailored experience for learners who may be involved in multiple programs or institutions.

When creating user accounts, all users must be initially assigned the learner role. Once this role is established, additional Roles can be assigned as necessary to accommodate the user's needs. It is critical to understand that only users with the admin role have the authority to assign the admin role to other user accounts. This process can be executed by navigating to Administration > Find Users > clicking on the blue edit icon, and then adding the Admin role to the selected user. If a user holds multiple roles, they can designate one as their primary role, which will be the default role visible upon their initial login. In cases where a user is intended to have solely the Admin role, the account can be created directly through Administration > Add User, ensuring a straightforward setup for administrative functions.

The Learner record provides you with many options for a specific learner. You can also perform multiple tasks in bulk by navigating to Learner > Bulk Actions.

Ledger provides a record of all financial transactions associated with a learner's account. It lists their current balance, taking into account charges and payments.

Files provides access to all files uploaded that are associated with a learner. Some courses require learners to submit external files for approval before they can be enrolled. These external files submitted from the learner dashboard are accessible from their learner record under "Files."

An audit provides a log of every action over a specific timeframe.

Learner, who initiated that action, what exactly was performed, and when?

View Notes displays every email sent by Genius CE or Enterprise to this specific learner, along with the exact contents of each email.

Add Notes allows you to log other communications with this specific user that were initiated outside of Genius CE or Enterprise.

Active Enrollments display all enrollments that are currently active for this learner.

Enrollment History shows you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).The 

Attendance Report will show you attendance taken in the Genius CE or Enterprise course- sections for this user.

Enrollment Log will show you every enrollment status change from the time their Learner account was created.

Learning Path Requirements Met displays all learning paths, including mandatory and optional requirements, and indicates how many of these requirements have been successfully met by this learner.

Gradebook will show you all course sections the learner is actively enrolled in, all the LMS gradebook columns, and the values in those columns.

The transcript will show you all course-sections the learner has completed that are being managed and tracked by Genius CE or Enterprise. Enrolling in Learning Path will allow the user to enroll the learner in a learning path. Enrolling in a Section will allow the user to enroll the learner into a course section.

Transfer into Section will allow the user to transfer the active enrollment from one course-section to another Genius CE or Enterprise course-section. Once the transfer occurs, you should Resend Enrollments for the transferred learner to send the new enrollment to the LMS, and the course section is delivered on.

Reinstate in Section will allow you to convert a mistaken DROPPED or COMPLETED enrollment status back to ACTIVE.

Send Email will send the specific learner an email from Genius CE or Enterprise. The user can choose from a list of Learner email template types or type in a custom email from scratch.

Associate to Coach allows the user to associate a learner with a coach. A coach will only see learners they are associated.

Bulk Actions

The first step when performing a bulk action is to identify the learners you wish to act upon. The bulk actions page features numerous filters to assist you in searching for learners who meet specific criteria. Click on Advanced Filters to view all the available filters.

Once you have defined your search criteria, scroll down and click the 'Get Data' button to view the search results. You’ll be able to select one or more learners to perform a bulk action against: Bulk Email, Bulk Archive status, Bulk Enroll in section, Bulk Affiliation change, Bulk Learning Path enrollment, or bulk Get Transcripts in PDF format.

Add Learner

Specific roles can create new learners from the Add Learner feature. The privilege is determined in Administrator > Access Setup. The blue boxes are required, and the white boxes are optional. Since the new Learner account is often being added by an administrator, the system doesn’t impose all of the same restrictions as when an account is self-created on the public student sign-up page. 

For example, the same email address can be reused for learners created under Add Learner. On the public student sign-up page, we enforce that the email must not already exist in the system database to prevent duplicate user accounts from being created.

Import CSV

Learners can also be created in bulk using an Import CSV spreadsheet. A sample import CSV for all object types can be downloaded from Administrators > Import CSV > Click "Get Sample". Preview only shows you the data in the browsed file you plan to upload. First, browse for the Import CSV file, then click Upload. The job will be queued in the background, and the person who initiated it will receive an email with the results once the job is finished.