As we transition to CERCLE, program staff and administrators will notice some updates. This guide outlines key differences from Momentus and highlights what to expect in CERCLE starting July 1. We know this means some internal processes may change, and we're here to support you every step of the way. 

Questions? Please reach out to your CERC team anytime at registration@cerc.wisc.edu. We are happy to schedule time to connect if you would like.

Course Set-Up

• DEPARTMENT ACCOUNTS & FUNDING: Each CERC client (department, center, or funding source) will have a CERCLE Account associated with each course that has a direct relationship to their SFS funding strings and Workday driver worktags. (Clients with multiple funding sources will have multiple accounts.) 

• COURSE INFORMATION FORMS (CIFs): As the CERC team sets up initial courses for the July 1 go-live, we’ve identified a few updates needed to the CIF templates to better align with the new system’s requirements. The Curriculum # in particular is required to create the course in CERCLE.

• ONE REGISTRATION LINK: In CERCLE, each course has a single registration link. If your course includes different pricing options (e.g., hidden prices, special groups), the CERC team can help you by setting up registration types or promotion codes to accommodate those variations.

• COURSE PREVIEW LINKS: Once a course is set up, your staff can preview a live link generated through CERCLE. While you won’t be able to submit test registrations through this link, you can view the course details and registration form before the registration link is broadcasted to prospective learners.
  
  

Course Administration

• REGISTRATION NOTIFICATIONS: CERCLE’s automated email system does not allow program staff to be copied on registration confirmation emails. To monitor course registrations, staff can view enrollment activity directly in CSIS. See the Reporting KB page for details. This may be explored as a potential enhancement in the next phase of the project this Fall. 

Plans for the Fall in Preparation for November 1^st (and Beyond)

With asynchronous courses launching on July 1, the project team has prioritized supporting those initial needs and processes. Looking ahead, additional system functionality is scheduled to go live on November 1. Below are a few highlighted areas we’re preparing, or that will be relevant for courses launching this Fall. 

• CERTIFICATE COURSES/TRACKS: The project team has begun discussions around certificate courses and looks forward to starting the tagging process in CERCLE this Fall. The process is still being finalized, and we’ll share more details as they become available. 

• COMPETITIVE ADMISSION: Some courses and programs require registrants to submit additional materials—such as statements, credentials, or supporting documents—for departmental review under a competitive admission model. The project team will review these scenarios with our implementation partner, Attain Partners, to determine the clearest and most effective process moving forward. 

• DEPOSITS & INSTALLMENTS: Some courses and programs require registrants to pay fees using a deposit and installment model. The project team will review these use cases and configure the appropriate parameters in CERCLE. 

• REFUND SCHEDULE: CERCLE currently allows refunds to be issued manually when a registration is canceled or a billing change occurs. We will be reviewing how refund schedules—based on cancellation deadlines—can be set by course to ensure a clear and consistent refund process. 

• COMPLETION CERTIFICATES: The project team is in the process of purchasing a Salesforce add-on called Apsona. Once configured this Fall, Apsona will help streamline the creation and distribution of completion certificates.

• SHOPPING CART/BUNDLING: In CERCLE, a registrant can sign up for one course per transaction. While the system doesn’t currently support bundling multiple courses into a single registration, the team looks forward to exploring creative solutions and potential enhancements this Fall and beyond.