Beginning of Term Processes 21

Purpose: Use this to complete the sequential step by step process for Beginning of Term Process in ctcLink.

Audience: Student Records Staff

Step 1 - Reviewing Term and Session Tables

Maintaining the Term/Session Table

Term and session dates are locally managed and can be set at any time. These dates should be reviewed for accuracy on a quarterly basis as part of the beginning of term processes.

Navigation:  Main Menu > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table

  1. Search for an existing term or select Add a New Value if dates have not previously been established.
Term/Session Table
Term/Session Table Add a New Value tab
  1. Complete the Term Table.
    1. Term Begin and Ending Date: Enter the overall term start and end dates
    2. Academic Year: Associate this term with the applicable academic year for reporting and FA purposes
    3. Holiday Schedule: Set in the HCM pillar, accept the default value “AHCCS
    4. Default Session Code: *Optional* If entered, this session automatically populates in every class scheduled for the term
    5. Weeks of Instruction: Required value but not used in Faculty Work Load (FWL) or FTE calculation
    6. Transcript Date Print: Accept the default value “Print Term Dates
    7. Sixty Percent Point in Time: Required value used in FA processes.
    8. Use Dynamic Class Dates: *Optional* If entered, each session built on the Session Tab will default to dynamic dated.
      • UGRD: leave unchecked
      • CNED: check
    9. Max Program Effdt for Term: Last date a student can be made active in that career
      • UGRD: first date of the term
      • CNED: last date of the term
    10. Display in Self Service:
      • Enrollment & Shopping Cart: enables students to access the enrollment component and add classes to their shopping cart for that term via Student Center.
      • Student Planner: enables students to plan out courses for the term
      • What-If Report Advisor: enables advisors to run What-If reports for the requirements effective this term
      • What-If Report Prematriculated Student: enables What-If reports to be run for prematriculated students for the requirements effective this term
      • What-If Report Student: enables students to run What-If reports for the requirements effective this term
Term Table tab
  1. Navigate to the Session Table tab.
Session Table tab
  1. Complete the Session Table.
  2. Sessions subdivide a term into multiple time periods in which to offer classes. The Session Table allows you to define distinct dates for these various sessions. Dates must be set for the following in each Academic Career: UGRD: 1-Regular, DYN-Dynamic, and OEE-Open Entry/Exit CNED: DYN-Dynamic and OEE-Open Entry/Exit
    1. Session: Select the applicable session value. Click the [+] button to add additional sessions.
    2. Enrollment Control Session: This is set at the Academic Program level; leave field blank.
    3. Holiday Schedule: Accept the default value “AHCCS
    4. Use Dynamic Class Date: Check this box for the DYN and OEE sessions
    5. Begin and End Dates: Enter the session begin and end dates
    6. First Date to Enroll: Enter the first date on which students with an appointment and staff can perform enrollment transactions for this session.
    7. Last Date to Enroll: Enter the last date on which students and staff can perform enrollment transactions for this session.
    8. Open Enrollment: Enter the first date on which all term active students, with or without an appointment, and staff can perform enrollment transactions for this session. If your college does not offer open enrollment, enter the last date to enroll.
    9. Last Date for Wait List: This value is entered for the 1-Regular session only. Enter the last date on which a student can be added to a waitlist.
    10. Weeks of Instruction: This value carries over from the Term Table. Change as necessary.
    11. Census Date: This value is entered for the 1-Regular session only and must adhere to SBCTC census date policy.
      • 10+ instructional weeks: 10th instructional day
      • 9 instructional weeks: 9th instructional day
      • 8 instructional weeks: 8th instructional day
    12. Sixty Percent Point in Time: Required value used in FA processes.
    13. Facility Assignment Run Date: Can be used in 25Live room assignment, automatically populates to first date of term. Change if necessary.

Example of Regular session required dates:

After completing the Term/Session Table, ensure the Academic Calendar dates have been entered as well. Refer to Maintaining the Academic Calendar QRG.

Session Table tab Regualr Session example

Example of DYN and OEE session required dates:

Session Table tab DYN and OEE example
  1. Navigate to the Session Time Periods tab.
Session Time Periods tab
  1. Complete the Session Time Periods tab.
  2. Session Time Periods connect with enrollment security to enforce institutional deadlines for self-service enrollment transactions. Enter values for both Academic Careers and all sessions. Use the [>] button to navigate between sessions.
    1. Time Periods: Enter each of the following. Use the [+] to add a row for each period.
      • 135 End of Add: Last date on which students can add classes via Student Center
      • 145 End of Drop: Last date on which student can drop classes via Student Center
      • 300 End of Term: Last date of the term
    2. End Date: Enter the deadline date for the time period.
Session Time Periods navigation button
  1. When all tabs are complete, click the Save button.

Step 2 - Schedule New Classes

Schedule New Classes

Navigation: Main Menu → Curriculum Management → Schedule of Classes → Schedule New Course

  1. Enter as much search information as possible to narrow the search. Suggested fields are below. Click the lookup icon (magnifying glass) for a list of values.
    1. Academic Institution
    2. Term
    3. Subject Area
    4. Catalog Nbr
  1. Click the Search button.
  2. Select the appropriate class from the search results.
  3. Basic Data tab required fields:
    1. Session: select from the lookup list values.
    2. Class Section: determined by local institutional process.
    3. Start/End Date: automatically populates based on the selected session but can be modified.
    4. Component: defaults to the primary component set up in the Course Catalog but can be modified.
    5. Class Type: most courses will be set to allow student enrollment; set to Non-Enroll for Auto-Enroll Component classes.
    6. Associated Class: used to link class sections that constitute a single course offering. For instance, lecture, lab, and discussion sections are combined into one class number to indicate that the three components are related to one another.
    7. Location: defaults to main, important to update when class is not on main campus and required for Dept. of Corrections classes for reporting to SBCTC.
    8. Academic Organization: auto-populates from the Course Catalog.
    9. Holiday Schedule: auto-populates from the session selection.
    10. Instruction Mode: defaults to P for In Person. Update this field based on the course offering.
    11. Class Attributes: auto-populates from the Course Catalog.
    12. Non-Required fields are used based on local college process.

Associated Class number has impacts on Enrollment Requirement Groups, Enrollment Actions and Wait List processing.  With the exception of multiple component classes that are linked by Associated class number, it is recommended that colleges give class sections unique Class Association numbers

Basic Data tab

Note: The Auto Create Component button is used to add additional sections for multiple component classes. (i.e. a course with lecture and lab components). Components are set up on the Course Catalog page. See the QRG Defining Class Associations for additional information.

  1. Click the Meetings tab.
  2. In the Meeting Pattern section enter the following:
    1. Facility ID: click the lookup icon to select a classroom or enter the information if known.
    2. Capacity Pat: select from the available meeting patterns, if a matching meeting pattern is not available select the meeting days of the week under the M T W T F S S headings.
    3. Mtg Start: enter the class start time (e.g. 8:00 AM).
    4. Mtg End: enter the class end time (e.g. 8:50 AM).
    5. Start/End Date: courses can have multiple meeting patterns in a selected term, input the start and end dates for this specific meeting pattern. Select the (+) to enter additional meeting patterns. For example, meeting patterns may need to be adjusted for holidays.
  3. In the Instructors for Meeting Pattern section, enter the following:
    1. Instructor ID: enter the instructor ID or select it using the lookup icon. If there is more than one instructor click the (+) and enter one ID per row.
    2. For each instructor, select the following:
      1. Assignment Tab
        1. Instructor Role (Primary, TA, etc).
          1. Access Levels
            • Approve: enter grades and approve the grade roster.
            • Grade: only enter grades for the class.
            • Post: enter grades, approve the roster, and post the grades.
        2. Workload Tab
          1. Assign Type
          2. Load Factor

Note: These fields are used for Faculty Workload, see additional details on the Faculty Workload QRGs

Meetings tab
  1. Click the Enrollment Cntrl tab to set enrollment limits and capacity requirements, and to identify sections for which you want the system to auto enroll students.
    1. Class Status: defaults to “Active” but can be modified if sessions are added or cancelled.
    2. Add Consent and Drop Consent fields default from the Catalog Data page and indicate the type of consent, if any that is required to enroll in or drop the class.
    3. Enter the appropriate values for Room Capacity, Enrollment Capacity, Wait List Capacity and Minimum Enrollment Nbr:

Note: Component classes that are auto enrolled need to equal the capacity for the primary course

  1. Enter the component/associated courses in the 1st Auto Enroll 2nd Auto Enroll sections. These are the courses into which the student will be auto enrolled. (i.e. lecture course is the primary course the student enrolls in and they are auto-enrolled into a lab component section).
Enrollment Cntrl tab
  1. Click the Reserve Cap tab to assign reserve capacities for class sections.
  2. Click the Notes tab to attach existing class notes or free-form text notes to class sections. Class notes are printed in the Schedule of Classes to provide students with information on the class.
Notes tab
  1. Click the Exam tab. to manually schedule exam times for the class sections. Enter the appropriate values into Exam Date, Exam Start (time), Exam End (time).
Exam tab
  1. Click the Save button.
  2. To schedule another section of the same course, click the Basic Data tab.
  3. Click the (+) button on the Basic Data tab to add a new row.
  4. Repeat steps above.
Class Sections section
  1. Click Save after adding each course section.
  2. Textbooks can be added when new class sections are scheduled or at a later time.  For instructions on adding textbooks use the Adding Textbook Information to a Class QRG.

Step 3 - Copying the Prior Term

Copying the Prior Term

This guide will walk you through copying the prior term. For additional details about what information your school requires, please refer to local business process policy and documentation.

Navigation: Main Menu > Curriculum Management > Roll Curriculum > Data Forward > Copy Prior Term's Schedule

  1. On the Copy Prior Term's Schedule page enter an existing Run Control ID or click the Add New Value tab and create a new one.
  2. Enter a Run Control ID.
  3. Click the Add button.
Add a New Value tab
  1. On the Copy Prior Term's Schedule tab, enter the appropriate institution and term.
Copy Prior Term's Schedule tab
  1. Click the Copy Prior Term's Schedule2 tab.
Copy Prior Term's Schedule 2 tab
  1. Enter relevant information about the Class Status and Roll Options.
  2. Click Run to run the Copy Prior Term process just as any other Process Scheduler process.
  3. Click Process Monitor to check the status.
Copy Prior Term's Schedule tab
  1. After rolling over a term, the classes scheduled for a specific term are viewable:
    1. Go to Main Menu > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes.
    2. On the Maintain Schedule of Classes page, enter search parameters.
    3. Click the Search button.

Step 4 - Room Scheduling/25 Live

How to Export an Academic Term from CS to 25Live

Purpose: Use this document as a reference for how to us the Campus Solutions/25 Live Interface.

Audience: CS Room Reservation Staff

  1. Once the Academic Term has been built or copied within Campus Solution (CS), the next task is to run a batch export sending the scheduling information for the term over to 25Live. This is done through the CS/25live interface.
  2. The CS/25Live interface is owned by CollegeNET and is designed as a communication conduit between both programs. However, it's important to note that CS is your academic record and not 25Live. Therefore any changes to the curriculum involving meeting patterns, faculty name, capacity, etc. should be made in CS. You can use 25live to assign classroom space and that should be the only change to academic course information made in 25Live.
  3. The interface pulls the class title, faculty name and e-mail, expected and registered head count, meeting patterns, and room assignments. For someone to use the interface, access must be approved by the SBCTC office. If approved, then you will be provided access to a remote desktop that will allow access to the interface.
  4. Open the remote desktop application by clicking the RD Web Access icon.
  1. You will see a sign-in screen. The credentials to access this screen will be your CTClink credentials except your username will be CTClink\emplID (i.e. CTClink\102004256).
  1. Once you are logged in, you will need to click on the TSC icon. It should say 25Live and your Institution.
  1. This will require you to log in once more with your CTClink credentials as you did the first time.
  1. Once you are logged in, you will see the home screen of the interface. There is a lot of functionality and configuration that must be done to your interface prior to running a batch but this QRG assumes that has already been set-up for you. This focuses on just running the batch job, which sends the entire term of scheduling information to 25Live.
  1. Click on the Export/Import heading and then click on Batch Export.
  1. Select the term to batch and click the Submit button. A message stating the batch export is processing should appear. If you get an error message, please contact your 25Live support person at SBCTC.
  2. Once the process concludes, you will be prompted to turn on Transactional. Choose the Yes option. (It should automatically default to Yes if you don't see an error message.)

Step 5 - Generate Dynamic Class Dates

Generate Dynamic Class Dates

Navigation: Curriculum Management > Dynamic Dates > Generate Dynamic Class Dates

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.

*Please note this process will not run successfully if the course has enrollment.

Generate Dynamic Class Dates
  1. Enter or look up the *Academic Institution, *Term and select DYN in the Session drop down. User may repeat the process using OEE in the Session drop down as well.
  2. Click the Run button.
  1. Verify the Process is checked and click OK.
  2. Click Process Monitor to verify the process is in Success status.

Step 5a - Generate Dynamic Class Dates - Manual Process

Generate Dynamic Class Dates - Manual Process

Navigation: Curriculum Management > Dynamic Dates > Class Section Dynamic Dates

  1. Enter or look up Academic Institution, Term, Subject Area and Catalog Nbr. Select Dynamic Dated in the Session section.
  2. Click the Search button.
Find an Existing Value
  1. Click Calculate Dynamic Dates.
Dynamic Class Data tab
  1. Process Complete.

Step 5b - Configuring Courses to Use Dynamic Dating

Configuring Courses to Use Dynamic Dating

Adding Dynamic Dating at the Course Level

Navigation: Curriculum Management > Course Catalog > Course Catalog

  1. Click Correct History. Look up or Enter DYN in the Dynamic Class Date Rule.
  2. Click the Save button.
Offerings tab

Building a Class That is Dynamic Dated

Navigation: Curriculum Management > Schedule of Classes > Schedule New Course

  1. When building the class, enter or look up DYN in *Session.
  2. Adjust the *Start/End Date to the intended Dynamic Dates.
Basic Data tab
  1. Click the Meetings Tab and adjust the *Start/End Date to match the intended Dynamic Dates from the Basic Data Tab.
Meetings tab
  1. Finish the steps to complete the class build.
  2. Run the Dynamic Date in batch or by individual class.

Step 6 - Adding and Updating Student Groups

Adding and Updating Student Groups

Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Groups

Student groups are used for several functions in ctcLink. Some student groups are informational, so that users can identify specific student characteristics. Other Student Groups are attached to functions like financial waivers. Users must have row level security to view or update Student Groups, please contact your security administrator if you need view or update access to a specific student group code.

Adding a Student Group

Find an Existing Value
  1. Look Up Student by ID or Name.
  2. If a student group has already been assigned click the [+] sign to add a new student group code.
Student Groups
  1. Input the following information
    1. Academic Institution: Input or Look Up
    2. Student Group: Input or Look Up the Code
    3. Effective Date: Input the date this student group needs to be active
    4. Status: When entering a student group this will default to Active
  2. Students may have multiple student group codes. Click View All or scroll to view the groups assigned to a student.
Student Groups

Inactivating a Student Group

Student Groups
  1. On the Student Groups page, add a [+] under the 2nd blue bar.
    1. Effective Date: Input the date for the status change for the student group

Note: This can be backward or forward dated. Status: Select Inactive from the drop down

Step 7 - Running Batch Term Activation

Running Batch Term Activation

Navigation: Main Menu > Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process

Add a New Value tab
  1. Use the Find an Existing Value tab to search for an existing Run Control ID, or create a new one. To create a new Run Control:
    1. Add a New Value tab.
    2. Enter a unique Run Control ID.
    3. Click the Add button.
  2. Use the Selection 1 page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process runs.
  1. On the Selection 1 tab, enter (at a minimum) the required fields.
    1. Institution: (e.g. WA171 for Spokane Community College).
    2. Academic Career: (e.g. UGRD for Academic Career).
    3. Actvtn Term: This is the term to be activated (e.g. 2147 for Fall 2014).
    4. Commit Freq: Use the Commit Freq (commit frequency) field to select how many table rows of information (students) you want to process before committing changes to the database. The default is 1000. Consult your institution's database administrator for the appropriate setting for your institution. If you set the commit value to higher than the number of rows the program processes, then the program will only commit data once at the end of the run.
    5. Run Mode: If you select Insert, the process will only consider students that are not yet activated for the activation term. If eligible, the process adds a new row of term data to the student's career term record. If you select Update, the process will only consider students that have already been activated for the activation term. If eligible, the process updates the student's existing career term data.
    6. Selection criteria: Use the Selection Criteria field to indicate the type of selection criteria that you want the Term Activation process to use. Select Panel to use the fields available in the component to specify the criteria that determines eligible students. Select Custom to activate a custom population of students for one term or across multiple terms. For example, use this option when you need criteria beyond what the component provides, or when you want to perform a student records conversion.
    7. Optional fields: The remaining fields on the Selection 1 tab are optional and can be used to narrow the population being activated.
  1. Click the Selection 2 tab. Use the Selection 2 page to narrow the population being activated. Enter any program actions, academic standings, and service indicators that the Term Activation process should consider as eligible for term activation. If applicable, enter a Program Action (e.g. ACTV).
Selection 3 tab
  1. Click the Selection 3 tab. Use this page to enter required enrollment terms or enrollment lapse rules for a single run of the Term Activation process. If you use this page, a student must be enrolled in a term according to the rules you specify to be eligible for term activation in the term specified on the Selection 1 page. You can use the Selection 3 page, for example, to prevent the term activation of students who lack enrollment records for the previous term.
  1. Click the Process Control tab. Use the Process Control page to indicate how the Term Activation process initializes or sets various values in your PeopleSoft Student Administration system.
  2. Use the check boxes in the Process Log Control group box to select how you want the Term Activation process to log statistics. Selecting the type and level of detail that you need.
  3. The selected system defaults are Activated Students, Excluded Students, and Run Criteria. The system assigns a unique process number to the log file that you generate so that you can retain and track online versions of the log files. The log includes processing totals on students activated, students updated, and students ineligible.
    1. If you only want a count of the students included or excluded from term activation, clear all check boxes.
  4. Click the Custom Population tab. Use the Custom Population page to create a custom list of students to activate into terms, or to retrieve, view, and edit an existing custom list of students. The fields on this page are available only when you select Custom in the Student Type field on the Selection 1 page.

Running the Process

  1. After all tabs have been complete, click the Run button.
Process Scheduler Request
  1. Make sure the Term Activation process is selected and click the OK button.
  2. Click the Process Monitor link. The process may take time to run based on the quantity of records being processed.
  1. Click Refresh to update the Run Status until it shows Success.

Step 8 - Assigning Enrollment Appointments in Batch

Assigning Enrollment Appointments in Batch

Enrollment and validation appointments allow an institution to allocate time periods for student self-service enrollment and enrollment planning.

Navigation: Main Menu > Records and Enrollment > Term Processing > Appointments > Assign Appointments

  1. Enter an existing Run Control ID or Click the Add a New Value tab and create a new Run Control ID.
  2. Click the Add button. (e.g. 171_ENROLL_APPT_A).
  1. On the Assign Appointments page, enter the request parameters to define the processing rules and data for this process.
    1. Academic Institution: institution code
    2. Academic Career: enter or look up (e.g. UGRD for Academic).
    3. Term: enter or look up (e.g. 2147 for Fall 2014).
    4. Process Mode: select Add Appointments to create student appointments, or Delete Appointments to remove appointments previously created.
    5. Session: Select from drop-down (e.g. Regular Academic Session).
    6. Student Appointment Block: enter or look up.
    7. Override Block Priorities to override set up on the Student Appointment Block set-up table.
    8. Enrollment or Validation in Appointment Type.
      1. Enrollment appointments: time periods students can enroll.
      2. Validation appointments: pre-enrollment time periods where students can verify that planned enrollment works within the schedule for the given term. (e.g. no time conflicts, courses are scheduled, etc.)
    9. Appointment Limit ID: enter or look up the code from the Appointment Limit table.
    10. Appointment Block: enter or look up the code defined from the Student Appointment Block table.
  1. Appointment Number To/From: Select the range of appointment numbers.

Note: Appointment Limit IDs are created on the Appointment Limits Table page (Main Menu Records and Enrollment Term Processing Appointments Appointment Limits Table

Note: Student Appointment Blocks are created on the Student Appointment Blocks page (Main Menu Records and Enrollment Term Processing Appointments Student Appointment Blocks).

  1. Click the Run button.
Process Scheduler Request
  1. Select the process on the list and click the OK button.
  1. Click Process Monitor, the process may take time to run based on quantity of records processed.
  2. Click Refresh on the Process monitor page to update the process run status until the run status displays as Success.

Step 9 - Defining General Class Permissions

Defining General Class Permissions

This guide provides the process of defining general class permissions codes for students to use in Self-Service enrollment to override enrollment restrictions.

Defining General Class Permissions

Navigation: Main Menu > Records and Enrollment > Term Processing > Class Permissions > Class Permissions

  1. Enter the appropriate Search Criteria. If any information is unknown, use the lookup icon to search for options.
    1. Academic Institution
    2. Term
    3. Subject Area
    4. Catalog Nbr
  2. Click the Search button.

Creating Permission to Add Numbers:

  1. On the Permission to Add tab, ensure the Student Specific Permissions box is not checked.
  2. Enter the expiration date for the class permission definition in the Defaults section.
  3. In the Permission Valid For section, select or unselect the options to be assigned to the permission number(s) to allow a student to:
    1. Closed Class: enroll in a class that is full.
    2. Requisites Not Met: enroll in a class with unmet prerequisites.
    3. Consent Required: enroll in a class requiring instructor or department approval.
    4. Career Restriction: enroll in a class that is outside of the student's selected career.
    5. Permission Time Period: enroll in a class during the enroll with permission time period.
  4. Assign More Permissions: Enter the number of permissions to create.
  5. Click the Generate button to create the new permissions numbers.
  6. When the number is assigned to a student, select the Issued check box, this will input the Issued by user name and date.
    1. Once the Permission number is used, this page will display the ID and Name of the student who used the permission number and the date it was used.
  7. Click the Save button.

Modifying Individual Students Permissions by Permission Number

Class Permission Data Permission tab
  1. Changes can be made to individual permission numbers by clicking on the Permissions tab in the Class Permission Data section.
    1. Select the checkboxes that will apply to the number being assigned to the student.

Creating Permission to Drop Numbers:

  1. On the Permission to Drop tab
  2. Enter the expiration date for the class permission definition in the Defaults section.
  3. In the Permission Valid For section, select or unselect the options to be assigned to the permission number(s) to allow a student to:
    1. Requisites Not Met: even if it is being used as a co-requisite for another class.
    2. Consent Required: enroll in a class requiring instructor or department approval.
    3. Permission Time Period: enroll in a class during the drop with permission time period.
  4. Click the From Student Enrollment button.
  5. Click Generate to create drop permissions for students enrolled in the class. An error message generates if no eligible rows exist.
  6. Click the From Permission to Add button.
  7. Click Generate to create drop permissions for students who have been granted add permissions on the Permission to Add page. An error message generates if no eligible rows exist. Eligible rows only exist if add permissions were created on a student-specific basis. Rows are generated whether or not the student has enrolled in the class.
  8. Based on the selection in the previous steps, a list of students displays. On the Permissions tab select the overrides for the specified students.

Note: The drop permission has no impact on the consequence of the drop, for example, drop without penalty. This is still determined by the academic calendar dates.

  1. Click the Save button.
Permission  to Drop tab

Step 10 - Defining Student-Specific Class Permissions

Defining Student-Specific Class Permissions

Defining Class Permissions

Navigation: Main Menu>Curriculum Management>Schedule of Classes>Maintain Schedule of Classes

  1. On the Maintain Schedule of Classes search page, click the Clear button.
  2. Enter relevant search information.
    1. Academic Institution (e.g. WA171 for Spokane Community College).
    2. Term (e.g. 2147 for Fall 2014).
    3. Subject Area (e.g. ACCT for Accounting).
    4. Catalog Nbr field (e.g. 201).
  3. Click the Search button.
  1. On the Basic Data tab, check the Student Specific Permissions check box.
  1. Click the Enrollment Cntrl tab.
  2. Select Inst Consent from the Add Consent drop-down box.
  3. Click the Save button.

To generate Add Permission for the class.

  1. Navigation: Main Menu > Records and Enrollment > Term Processing > Class Permissions > Class Permissions
  2. On the Class Permissions search page, click the Clear button.
  1. Enter relevant search information.
    1. Academic Institution (e.g. WA171 for Spokane Community College).
    2. Term (e.g. 2147 for Fall 2014).
    3. Subject Area (e.g. ACCT for Accounting).
    4. Catalog Nbr field (e.g. 201).
  2. Click the Search button.
  3. Click the Permission to Add tab to create student-specific permission numbers for adding classes.
    1. Enter a student ID number in the ID field (e.g. 101000000).
    2. To add additional students, click the plus sign at the end of the row.
    3. When finished, click the Save button.

Modifying Individual Students permissions

  1. Changes can be made to individual permission numbers by clicking on the Permissions tab in the Class Permission Data section. Select the checkboxes that will apply to the number assigned.
Class Permission Data Permission tab

Step 11 - Viewing Service Indicator Information

Viewing Service Indicator Information

Navigation: Main Menu → Campus Community → Service Indicators → Person → Manage Service Indicators

To view service indicator information:

  1. On the Manage Service Indicators page, enter appropriate search criteria and click the Search button.
  2. Click the name of the appropriate student in the search results.
Search Results
  1. On the Manage Service Indicators page, select the appropriate Institution from the dropdown menu and click the Refresh link to the right of the menu.
Manage Service Indicators
  1. In the Effect Drop down list select Positive, Negative, or All.
  2. Click Refresh to display the selected service indicators.
  3. Click on the Code link to view Service Indicator Details.

Step 12 - Managing Waitlists

Managing Waitlists

Navigation: Main Menu > Records and Enrollment > Term Processing > Waitlist > Waitlist Process

This process moves groups of students from class wait lists to enrollment into classes. To manually move students from the wait list to enrollment in a class, first drop the student from the wait listed class, then add the student to the class with the appropriate overrides selected.

  1. Select Find an Existing Value and enter an existing Run Control ID or Click the Add a New Value tab and create a new Run Control ID.
  2. Click the Add button.
Add a New Value tab
  1. On the Waitlist Process page enter or select the appropriate Institution.
  2. Enter or select the appropriate Term.
  3. In Waitlist Process Switch enter A to process all or Y to process only new waitlist candidates.
  4. Session, Subject Area, Course ID and Class Nbr are all optional fields to narrow the classes being processed in this batch.

Example: a class has five students on the wait list and three spaces become open in the class. When the wait list process is run, three spaces are filled and two students remain on the wait list. At this point the class is no longer new to the wait list process. The only way it would be evaluated again is if space opened in the class and (All) is selected as the wait list process switch value.

Wait List Process
  1. Click the Run buton.
  2. Select the process on the list and click the OK button.
  3. Click Process Monitor, the process may take time to run based on quantity of records processed.
Process Scheduler Request
  1. Click Refresh on the Process monitor page to update the process run status until the run status displays as Success.
Process List tab

This process moves groups of students from class wait lists to enrollment into classes. To manually move students from the wait list to enrollment in a class, first drop the student from the wait listed class, then add the student to the class with the appropriate overrides selected.

Reviewing Term and Session Tables

This step in the Beginning of Term Processes is simply a check or review of Term and Session Tables. Below is information and screen shots explaining what term and session tables are.

Term/Session Table

  • Locally managed by college and career
  • This functionality enables you to structure different terms and sessions, depending on the academic career, to suit the needs of the institution.
Search Results

Term Table

  • Term Table establishes term start and end dates.
  • You must associate each term with an academic year for reporting and financial aid accumulation purposes.
  • Holiday schedule (set by HRMS) similar to SM5030 Instructional Calendar
  • Populating Default Session Code assists with class scheduling.
  • Weeks of Instruction required field, but not used by Faculty Work Load (FWL) or FTE reporting.
  • Transcript Date Print - Select the dates to print on student transcripts for this academic career and term combination. Values are:
    • Do Not Print Any Dates: No dates are printed on student transcripts.
    • Print Class Dates: To print class dates on student transcripts for the specified transcript type, select this value and the Print Class Dates check box on the Enrollment/Statistics page of the Transcript Type component.
    • Print Session Dates: Select to print session dates on student transcripts.
    • Print Term Dates: Select to print term dates on student transcripts.
  • Sixty Percent Point (required field but not used by finance, enter any date between start and end date).
  • Use Dynamic Class Dates This should always be checked for CNED career terms.
  • Max Program Effdt for Term critical as it is used by Financial Aid, for Academic this should be the 1st day of term. For CNED this needs to be that last day of the latest ending class.
  • Display in Self-Service Enrollment & Shopping Cart controls the class search and terms displayed in Online Admissions Application (OAA) and Online Student Enrollment Continuing Education (OSECE).
  • Student Planner -manages range of dates to control the availability of this term for use on the student self-service My Planner.
  • What-If Reporting sets the term for what-if degree audits for that population.
  • Replaces SM5020-College Quarter Information
Term Table tab
  • There are two ways to check your configuration.
    • CNED career can go to Student Enrollment Congfigs and check to see if the term can be selected.
    • UGRD career can go to Student Center Plan and Enroll tabs to see student view of terms.
Look Up Term

Session Table

  • Sessions are time periods and defined types of classes within a term. Typically a college will have 3 sessions per UGRD career term (1-regular, DYN-Dynamic Dated & OEE), 2 per CNED career term (a 1-regular that is dynamic & OEE).
  • Enrollment Control is managed at the Program, not the session and will be left blank.
  • Holiday schedule (set by HRMS) carries from term.
  • Use Dynamic Class Dates should be checked for an OEE or CNED session. (see Dynamic Dates Rules)
  • Begin and End Dates sets the default dates for class sections.
  • First and Last Dates to Enroll controls enrollment requests for staff and students.
  • Open Enrollment Date is the date students can enroll without an appointment. This can be the same as the first date to enroll.
  • Last date for Wait List this deadline applies to students and staff and is the last day someone can be added to waitlist.
  • Weeks of Instruction will carry from term and is not used for any purpose.
  • Census Date is the 10th day/count date for FTE calculation
  • Sixty Percent Point in Time required field but not used by finance, enter any date between start and end date.
  • Facility Assignment Run Date - For 25Live Resource assignment
  • Program Enrollment Controls is a new feature that we are not implementing at this time.
  • Replaces SM4012 Touchtone Registration Configuration
Session Table tab

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