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Enrollment User Data Requirements

Use the information in the following tables to help you enter data in the downloaded User Data File Template.Use this this template to have Bulk Loader make add or update Users for Enrollment Roster Custom fields.

The User Enrollment Loader expects the following items to be preexisting to map the User to the Enrollment.

Enrollment (Manually created or by the Enrollment Loader)
Roster Custom Fields

Best Practice: When loading multiple Users to an Enrollment (ILT, Course, or Class), repeat in the first column of the data file the Enrollment as many times as there are unique Users in the second column.

Bulk Loader data files do not support characters with the grave accent.

Enrollment ID

Text Editor Column	Excel Column	Required	Notes
1	A	Yes if no Enrollment name and Type in Col 2 & 3. No If Enrollment name and Type in Col 2 & 3.	The unique ID number for the Enrollment. It acts as the primary identifier to locate and update a specific Enrollment that may share the same name other Enrollments.
Accepted Value	The LearnCenter System generated Enrollment ID.
Example	104
	The Enrollment ID is the primary identifier to find existing Enrollment. If included in the data file, the Enrollment Type and Name fields will not be used to find the existing Enrollment.
	The Enrollment ID can be retrieved using BI Reporting and running the standard Enrollment Report. In the report, add the Enrollment ID. This is the system generated ID to add to the data file.
	Use Caution. When using the Enrollment ID as the unique identifier, it is possible to update existing Enrollments in the current LearnCenter or any Sub-LearnCenter.

Enrollment Name

Text Editor Column	Excel Column	Required	Notes
2	B	Yes	The Enrollment Name
Accepted Values	Any value up to 1000 characters in length.

User Name

Text Editor Column	Excel Column	Required	Notes
3	C	Yes	The username of the user to be added to the Enrollment.
Accepted Values	Any Value up to 100 characters in length

Roster

Text Editor Column	Excel Column	Required	Notes
4	D	No	Roster Custom Fields
Accepted Values	The Application can load data into as many Roster Custom Fields as exist in the LearnCenter. For format if the data in the column: <Roster custom field name>=<custom field data> Each Roster custom field mapping is separated by a semicolon ; The Roster custom fields must exist in the LearnCenter The Roster custom fields must be unique.
Example: Roster Custom 01=User Custom Data 01 Example: Roster Custom 01=User Custom Data 01;Roster Custom 02=User Custom Data 02 Example: Roster Custom 01=User Custom Data 01;Roster Custom 02=User Custom Data 02;Roster Custom 03=User Custom Data 03
	Roster custom fields must exist and have unique names If more than one roster custom field is found with the same name this will be an error condition and outputted to the results file.

Date Enrolled

Text Editor Column	Excel Column	Required	Notes
5	E	No	Set User Enrolled Date and Time
Accepted Values	The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format. mm = Two digit month dd = Two digit Day yyyy = Four digit Year hh = Two digit hour mm = Two digit minute AM or PM The date will appear based on the system setting
Example: 01/02/2015 08:00 AM Example: 09/17/2015 12:00 AM
	If the field is blank Users will be enrolled at the current date and time.
	See Requirements for Bulk Loader Source Files for information on formatting dates.
	Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM

Time Zone

Text Editor Column	Excel Column	Required	Notes
6	F	Yes	Set the Users Enrolled Time Zone
Accepted Values	A time zone posted in the LearnCenter format. The time zone for the User being enrolled. Only needed if the Use event's time zone setting field is set to No. The time zone will appear based on the system setting.
Example: Eastern Standard Time
	See Bulk Loader and Time Zone Requirements for specific time zone data requirements.

Pre-Status

Text Editor Column	Excel Column	Required	Notes
7	G	No	Set User Enrollment Pre-Status.
Accepted Values	LearnCenter can set the Users Enrollment Pre-Status If no Pre-Status included LearnCenter will set the User to the Enrollment default Pre-Status.
	ILT Session	Course	Class
	Approved	Nominated	Nominated
	Denied	Approved	Approved
	Wait Listed	Denied	Denied
	Forced Enrollment	Wait Listed	Wait Listed
	User Dropped	Deleted	Deleted
	Approval Cancelled	Forced Enrollment	Forced Enrollment
	Pending Approval	User Dropped	User Dropped
		Approval Cancelled	Approval Cancelled
		Pending Approval	Pending Approval
Example: Approved Example: User Dropper

Post-Status

Text Editor Column	Excel Column	Required	Notes
8	H	No	Set User Enrollment Post-Status
Accepted Values	LearnCenter can set User Enrollment Post-Status. If no Post-Status is indicated, LearnCenter will set Users to the Enrollment default Pre-Status. For ILT Enrollments, Post Status is based on User Pre-Status. Refer to ILT Session Pre to Post Status Mappings below. For Courses and Classes, Post Status is based on the User having a completion for the Courses or Classes mapped to Enrollments.
Example: Approved Example: User Dropped
	User Enrollment Post Statius is based on User Enrollment Pre-Status

ILT Session Pre to Post Status Mappings

ILT Session Pre-Status	ILT Session Post-Status
Nominated Not Attempted	Nominated Not Attempted
Approved	Completed
	Incomplete
	Passed
	Failed
	No Show
	Not Attempted
	Audit
	Exempt
	Not Approved
Denied	Not Attempted
Wait Listed	Not Attempted
Forced Enrollment	Completed
	Incomplete
	Passed
	Failed
	No Show
	Not Attempted
	Audit
	Exempt
	Not Approved
User Dropped	Not Attempted
Approval Canceled	Not Attempted
Pending Approval	Not Attempted

Self-Study Pre to Post Status Mappings

Self-Study Pre-Status	Self-Study Post-Status
Nominated Not Attempted	Nominated Not Attempted
Approved	Completed
	Incomplete
	Passed
	Failed
	No Show
	Not Attempted
	Audit
	Exempt
	Not Approved
Denied	Not Attempted
Wait Listed	Not Attempted
Forced Enrollment	Completed
	Incomplete
	Passed
	Failed
	No Show
	Not Attempted
	Audit
	Exempt
	Not Approved
User Dropped	Not Attempted
Approval Canceled	Not Attempted
Pending Approval	Not Attempted

Priority

Text Editor Column	Excel Column	Required	Notes
9	I	No	Set User waitlist priority.
Accepted Values	Numeric hole number value 0 through 99. None = Sets users waitlist to None. Blank or <null> value = Default priority is set to 99. Any other value including numeric values of 100 or above = None.
Example: 1 Example: 99 Example: None
	When the Enrollment waitlist is set to Unlimited, the data validation rules for waitlist priority will be applied to all Users. When the Enrollment waitlist set to Non, no User will be waitlisted. When there are more Users then the Max seats, the additional Users will be added to the Enrollment as Deleted. When the Enrollment waitlist set to Max number of Users, the data validation rules for waitlist priority will be applied to the number of Users that can be waitlisted. For Users beyond the max number that can be waitlisted, the additional Users will be added to the Enrollment as Deleted.

Enrollment Completed Date

Text Editor Column	Excel Column	Required	Notes
10	J	No	Set the Completion date or Last Status change for the enrollment
Accepted Values	The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format. mm = Two digit month dd = Two digit Day yyyy = Four digit Year hh = Two digit hour mm = Two digit minute AM or PM The date will appear based on the system setting
Example: 01/02/2015 08:00 AM Example: 09/17/2015 12:00 AM
	First time a user is mapped to the Enrollment If field is blank the user is enroll on the specified date in the User Date Enrolled column
	If user is already mapped to the enrollment and field is blank when updating existing records the value in the field will be removed
	See Requirements for Bulk Loader Source Files for information on formatting dates.
	Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM
NOTE: When importing ILT Enrollment data via Bulk Loader, the Enrollment Completed Date is overwritten by the ILT event's End Date. This happens because there is no equivalent "Completed Date" field for ILT events. The data for this field is taken from Enrollment's Event Ends field, or the Last Status Change field if Event End field is empty.