Entering Enrollment Requests 21h

Purpose: Use this document as a reference for entering enrollment requests in ctcLink.

Audience: Student Records Staff

Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

  1. On the Enrollment Request page, click the Add a New Value tab.

Note: Previous enrollment requests can be viewed using the Find an Existing Value tab.

  1. Enter the appropriate information into the following fields:
    1. ID: Input or Look Up
    2. Academic Career: Input or Look Up
    3. Academic Institution: Input your Institution code
    4. Term: Input or Look Up

Note: Students must be term activated prior to enrollment, if the term cannot be entered or selected, see the QRG on Term Activating a student.

  1. Click the Add button.
Find an Existing Value tab
  1. On the Enrollment Request page select Enroll or Swap Courses in the Action field.
    1. Select the Wait List Okay checkbox to automatically enroll the student in the wait list if the course is full.
    2. Enroll: Enter or Look up the Class Nbr (e.g.  5196) or
    3. Swap Courses: to drop one class and add another class; opens a Change To field.
      1. Select or enter the course being dropped in the Class Nbr field and enter the course being added in the Change To field.
    4. Additional fields are optional and can be used for overrides as needed. A list of Enrollment Override definitions is included at the end of this document.
    5. Additional classes can be added for processing at the same time by clicking the “+” to add a new row.
Enrollment Request
  1. Click the Submit button.
  2. Watch the Status next to the Submit button at the top of the page. It will show “Success” or “Errors Found.” If errors are found, scroll to the bottom of the page to review errors. The page can be resubmitted after errors are corrected.
Enrollment Overrides table

Enrollment Overrides

Override

Explanation

Appointment

Select to allow override of appointment date, time and unit maximums set on enrollment appointments.

Unit   Load

Select to allow override of any unit limits, minimum or maximum.

Time   Conflict

Select to allow student to enroll in courses scheduled for the same dates/times.

Action   Date

Select to make the Action Date field available so you can enter a different processing date.

Designation

Select to allow adding a requirement designation for a class that does not have one. Also, select to allow omitting a requirement designation that is required.

Career

Select to allow a student to enroll in a class outside of their program's academic career (e.g. Continuing Education student enrolling in an academic course without a academic program stack)

Service   Indicator

Select to allow override of any holds (unusual action codes) that the student has so that enrollment is allowed.

Requisites

Select to allow override of requisite checking, allows student to enroll in a course when they do not meet the requirement.

Closed   Class

Select to allow enrollment in classes that are closed due to capacity size (e.g. full class section). Also select to allow placing a student on the waiting list if waiting list capacity is full.

Class   Links

Select to allow an add or drop without all the required related component sections in a class association group. Select also to allow enrollment into a nonenrollment type section and to allow multiple enrollments in a course.

Class   Units

Select to adjust the units for a variable unit course

Grading   Basis

Select to allow override of the grading basis established for the class. (e.g. Changing a student from Graded to P/NP)

Permission   Nbr. 

Select to input a student's permission number to enroll in a class.

Dynamic   Dates

The system populates this field by default with a value of 'N'. A DMS script sets the value to 'Y' for those access IDs that allow access to all existing overrides. Review your security setup and set this value accordingly. Not typically used.

Wait   List Okay

Select to allow the addition of a student to the waiting list of a class section when the class section, combined section, or reserve capacity is full.



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