Courses and organizations

A course has a title, code, effective period, policy reference, active state, and owning organization. The Learning Management Administrator maintains those definitions before operators begin assigning learners. The code gives staff a stable way to distinguish courses with similar titles. The effective dates make it possible to review which definition applied when an enrollment was assigned.

Use the organization record as the ownership boundary for courses and employees. A course and learner both point to an organization, while each enrollment points to its organization, course, and owner. Staff should check that these references agree before they submit a case for review. A change to a course definition needs a clear owner and an agreed effective date so earlier enrollments remain understandable.

• Check the catalog. Confirm the course code, title, active state, and effective dates before assigning it.
• Check the learner. Confirm the employee is active and belongs to the organization handling the enrollment.
• Keep the policy reference. Store the source policy identifier with the course so a reviewer can find the applicable rules.

Choose the course codes and the organization that owns each offering. Agree who may revise the catalog and how a retired course is handled for learners already assigned to it. Prepare a short sample covering an active course, a course outside its effective period, and an employee moving between teams. The administrator should approve the catalog data before it becomes the starting point for operational work.

An operator receives a request to enroll a learner in a course whose title resembles an older offering. The operator opens the active catalog, compares the code and effective period, and confirms the learner’s organization. If the title alone drives the choice, the enrollment can point to the wrong course while looking plausible in a summary. The reviewer should be able to recover the exact course from its code and organization.

Later the administrator closes that course to new assignments. An existing enrollment still needs to retain its course reference so its progress and decision make sense. Rehearse that change with an open enrollment and a delivered one. Confirm that the team can distinguish a catalog change from a correction to an individual learner’s record.

• Course Catalog — Active course definitions with their codes, organizations, and effective dates.
• Learner Directory — Active employees whose organization and team can be checked before assignment.

Use the chosen catalog definition when creating an enrollment. If source data arrives through a mapping, review its course definition and effective date before relying on the transformed value.

Follow assignment through delivery and prepare the rollout.