Course Set-up and Administration

As you get acquainted with CERCLE, you will notice some differences in course set-up. This guide outlines key differences from Momentus and highlights what to expect in CERCLE. We know this means some internal processes may change, and we're here to support you every step of the way. 

To ensure smooth set-up in CERCLE, please connect with CERC team early in your course planning, ideally before promoting events, so we can confirm registration and payment details, and explore available options to meet your program's needs.

Questions? Please reach out to your CERC team anytime at registration@cerc.wisc.edu. We are happy to connect and discuss any time!

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 Workday driver worktags. (Clients with multiple funding sources will have multiple accounts.) 

• COURSE INFORMATION FORM (CIF) & REQUESTS: As the CERC team continues to set up courses in CERCLE, 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. Additionally, be sure to include a course description or summary for the registration landing page.

• 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 discount codes to accommodate those variations. To ensure a smooth course set-up in CERCLE, we encourage program administrators to work with the CERC team to simplify event registration parameters as much as is feasible. 

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

• HYFLEX COURSES: HyFlex blends in-person and online learning and allows students to choose the participation mode that works best for them. Supporting this model in CERCLE required extensive discovery and customization, especially for courses with different capacities and pricing across modalities. CERCLE now accommodates these complex events by using two linked CERCLE events that share a single CSIS URL. 

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 reports (current state) or in Tableau (future state). See the Tableau for Noncredit Reporting KB page for details. 

• SERVICE ORDERS: CERCLE supports Service Orders to facilitate billing and payment for group registrations, private trainings, custom courses, and conference sponsorships. For each Service Order, CERCLE generates an invoice, which can be paid in a single lump sum using a credit card, Workday driver worktags, wire transfer, or check.

• NAME BADGES: CERCLE now provides robust name badge generation for in-person learners and instructors. The CERC team can produce name badges that include key details such as pronouns, organization, city, and state. 

• COMPLETION CERTIFICATES: CERC is fully equipped in CERCLE to generate and distribute certificates of completion. 

• LEARNER RECORDS: Learner records (noncredit transcripts) remain an active area of development for the project team. CERC will continue to generate learner records from Momentus through January 2026. Meanwhile, Tableau can produce learner records for courses completed in CERCLE. We are actively working to implement a long-term storage repository for all Momentus registration data, which will allow us to consolidate historical and new completions into a single, comprehensive learner record. Additional updates will be shared as this work progresses.

What is different in CERCLE?

Below are a few highlighted areas we’re preparing, or that will be relevant for courses launching this fall. 

• CERTIFICATE COURSES/TRACKS: Enhanced certificate tracking and reporting needs are currently supported through  the CSIS Certificate Tracking Module. This module allows programs to denote certificate requirements, monitor progress toward those requirements, and indicate certificate completion. For questions about using this module, or setting up a new certificate, connect with Lauranne Bailey or Liz Nagel to learn more. They have been excellent resources to the team and can assist with CSIS questions.

• DEPOSITS: Some courses and programs may encourage registrants to pay a deposit upfront with their registration. Registrants can make additional payment(s) either as one lump sum payment with credit card or in multiple smaller payments (preferably by check) until they have paid their balance. You can reach out to the CERC team to discuss options for incorporating a deposit option into your course set-up, if desired. 

• SCHOLARSHIPS: CERCLE now supports applying full or partial scholarships directly to learner registrations. The CERC team can record the scholarship funding source, apply the award to the appropriate registrants, and ensure that invoices reflect the updated balance.