Managing Student Licenses in HealthCenter21 and Business&ITCenter21

Students are beginning to trickle in for the fall semester and are starting to enroll in courses at learn.aeseducation.com (HealthCenter21 and Business&ITCenter21). With student online enrollment comes managing your student licenses. Here are a few tips/refreshers for managing student licenses in HealthCenter21 and Business&ITCenter21.

Know the Maximum Students allowed

In order to properly manage students and licenses you need to know the number of Maximum Students allowed for your site in the system. The number of Maximum Students indicates how many active students are allowed in the system.

Monitor your Active Student list

An Active Student is a student who is enrolled in at least one active course. (An active course is any course that is not archived.) The number of Active Students cannot exceed the Maximum Students.

Maximum Students Exceeded

If a new student tries to enroll in a course, and the number of Active Students has already reached the Maximum Students, then the new student exceeds the maximum number of active students allowed. In this case, the new student will not be allowed access to the course and will automatically be placed on a “waiting list.”

To correct this situation, you have to remove an existing Active Student from the system to make room for the new student. When this is done the new student will then be able to sign-in and access the course.

There are several ways to remove Active Students from the system:

• Remove a student from their courses – Students that are no longer using the system can be removed from their courses. When a student is removed from all their courses, then he/she is removed from the Active Student list. For help of removing a student from a course go here.
• Archive a course – When a course is archived all the students are essentially removed from course. After a course is archived, if any of the students are no longer in a course then they are removed from the Active Student list. For help archiving a course go here.
• Remove a student directly from the Active Student list – If you are a Site Administrator, you can remove a student from the Active Student list. This will remove the student from any course he/she is enrolled. For help removing a student from the Active Student list go here.

Maximizing License Usage

Properly managing active students and licenses requires that you either archive completed courses or remove students from the completed courses. Doing this will maximize your license usage.

For example, if you have two class periods of 25 students each during one semester, you need to have at least 50 as your Maximum Student licenses. As long as your contract has not expired, when the next semester begins, you can archive the original two courses, create two more, and enroll 50 new students. You can repeat this pattern until your contract expires. Contracts are typically for one calendar year.

If you DO NOT remove the first semester students from the Active Student list, then you will need additional licenses for the second semester students.

Getting Help with Managing Student Licenses

Of course, there are several ways to get help with managing student licenses. The best place to start is our support page and Support Center. From these locations you can contact a human being via Live Chat, email, or phone, or search for answers on your own.

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