Overview
Administrators with the Edit Programme Details role can 'stop' a learner's programme using Aptem console.
Where process automation is not enabled, you will be able to ‘stop’ a programme without the creation of a process automation Tracker.
Where process automation is enabled, a stop programme action leads to a process automation workflow. You will need to have the 'Process Automation Trackers - Create' role to stop a programme and create a process automation tracker to update relevant areas of the system. Please note that where process automation is enabled for this feature, the following processes must be enabled: “Change of Programme”, “Withdrawal from Learning” and "Return to learning". To enable process automation please contact your Customer Success Manager or the Aptem Support team.
Stop a programme
To stop a programme, navigate to the Learner Profile screen and select the Programme details tab.
Click the options icon ⋮ on the far right, and click Stop Programme.
If you do not have the Edit Programme Details role, the ellipses and Stop Programme option will not be displayed.
Case 1: Progress learner to a new programme / Stop programme
If you have the Edit Programme Details role, you can progress the learner to a new programme or stop their programme in the following scenarios:
- Process automation is not enabled, and the learner has a programme status other than 'on a break'.
- The learner is on a 'Onboarding' programme
The options presented will be to progress the learner to a new programme, or just stop the current programme. Once you make a selection, you are prompted to provide further information.
If you choose to "Progress Learner to a new Programme", you must select a programme End Date. Note that this action cannot be undone. Once the programme has been stopped, the learner will need to be enrolled again. After you click Stop Programme, the current programme is stopped, and the 'Add Programme Details' page is displayed where you can select a new programme.
If you choose the "Stop Programme" option, you must select a Withdrawal Date. Note that this action cannot be undone. Once the programme has been stopped, the learner will need to be enrolled again.
Once the option has been selected and the mandatory fields have been completed, you can click the "Stop Programme" button.
After you click the Stop Programme button, the current programme is stopped, and the 'Programme Details' page is displayed.
Case 2: Process Automation is enabled, but user does not have Create role
Where Process Automation Trackers are enabled, but you do not have the 'Process Automation Trackers - Create' role, and the learner is on a delivery programme, you will see the following warning message when you click Stop Programme: "You do not have permission to complete this action. Please contact an Administrator."
Case 3: Process Automation is enabled - Request to stop programme and create a tracker
Where the Change of Programme and Withdrawal process automations are enabled, and you have the 'Process Automation Trackers - Create role', and where the learner has a programme status other than 'on a break', you can request that the programme be stopped. For Learners who are currently on a ‘delivery’ programme, you will have the following options: ‘Change programme’ or ‘Withdraw from learning’
- If "Change of Programme" is selected, the "Create Tracker" form for the "Change of Programme" process automation tracker is displayed.
- If "Withdrawal from Learning" is selected, the "Create Tracker" form for the "Withdrawal from Learning" process automation tracker is displayed.
Once the process automation tracker has been created, the 'Programme Details' page is displayed. The request will be sent to an Administrator for approval. You can see a popup notification confirming the creation of the tracker, and a badge will be displayed against the learner. At this stage, you will not be able to create a new tracker.
For further information, take a look at our help articles for Change or Programme and Withdrawal from Learning.
Currently, there is a minor issue in cases where administrators use Aptem classic to process the 'Withdrawal from learning' tracker or the 'Change of programme' tracker. For details, see: Current Known Issue.
Case 4: Where Learner is 'On a break'
Where the learner is on a break, the following options will be available.
If Process Automation is not enabled, you will see only one option - to Stop the current programme. You must select a Withdrawal Date. Note that this action cannot be undone. Once the programme has been stopped, the learner will need to be enrolled again.
After you click the Stop Programme button, the current programme is stopped, and the 'Programme Details' page is displayed.
Where the Process Automations are enabled, and the current programme is a delivery programme, you can request that the programme be stopped, by choosing from three options: Change of Programme, Withdrawal from Learning, Return to Learning.
- If "Return to Learning" is selected, the "Create Tracker" form for the "Return to learning" process automation tracker is displayed.
- If "Change of Programme" is selected, the "Create Tracker" form for the Change of programme process automation is displayed.
- If "Withdrawal from Learning" is selected, the "Create Tracker" form for the "Withdrawal from Learning" process automation tracker is displayed.
Once the process automation tracker has been created, the 'Programme Details' page is displayed. You can see a popup notification confirming the creation of the tracker, and a badge will be displayed against the learner. At this stage, you will not be able to create a new tracker.
For further information, take a look at our help articles for Change or Programme, Withdrawal from Learning, and Return to learning.
Currently, there is a minor issue in cases where administrators use Aptem classic to process the 'Withdrawal from learning' tracker or the 'Change of programme' tracker. For details, see: Current Known Issue.
Current Known Issue
- If an administrator sets the status of the 'Withdrawal from learning' tracker or the 'Change of programme' trackers to 'Process' using Aptem Classic, the programme will be stopped, but the 'Leaving' compliance documents will NOT be generated. This limitation will be addressed in a future release.
- If the administrator uses Aptem console to process the trackers, the programme is stopped and compliance documents are generated normally.
- In cases where the 'Withdrawal from learning' and 'Change of programme' automation trackers are not enabled, manually stopping the programme will generate compliance documents normally.