Swapping Student Enrollment 21i

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

Audience: Student Records staff

Please be aware that the swap functionality will only produce 100% refund prior to the college deadline for 100% refund. After the 100% refund college should perform an add/drop transaction for enrollments that should cancel out the fees with appropriate drop actions and dates.

Entering drop requests

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

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

  1. On the Enrollment Request page, click the Add a New Value tab.
    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.
Add a New Value tab
  1. On the Enrollment Request page
    1. Action: Select Swap
    2. Action Reason: Leave Blank
    3. Override Action Date: Check this box and input date
      1. On a swap to not cause a possible "W" grade or a refund issue, select the action date from the student's original enrollment
    4. Class Nbr: Input the class number being dropped
    5. Change to: Input the class number being added
    6. Identify any needed overrides: See Enrollment override information below
    7. Additional classes can be added for processing at the same time by clicking the “+” to add a new row.
Enrollment Request Details page
  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.
Status and Submit button
Error Messages

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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