ctcLink Reference CenterStudent Records Student Program and InformationStudent Program/Plan Batch Discontinuation Process 21

Student Program/Plan Batch Discontinuation Process 21

Purpose: Use this document as a reference for running the student program/plan batch discontinuation process in ctcLink

Audience: Student Records Staff

Navigation:  Main Menu > Records and Enrollment > Career and Program Information > CTC CUSTOM > Extension > Auto Discontinuation Process

This process should run once per term prior to term activation and enrollment appointment assignment. Run the process completely through the following order:

  1. Pop Select Query:
    1. CTC_DISC_TERM_RANGE - students who have not enrolled for a specified period of time
    2. CTC_DISC_INVALID_PLAN - students coded in an Academic Plan that is no longer active
    3. CTC_DISC_ACAD_STNDG - students with a specified Academic Standing status
    4. CTC_DISC_STDNT_GRP - students in a specified Student Group
  2. External File - custom list of students generated by the college
  1. Enter an existing Run Control ID or select the Add a New Value tab if this is your first time running the process.
Auto Discontinuation Process page - Find an Existing Value tab
Auto Discontinutation Process page - Add a New Value tab
  1. Enter the following required information -
    1. Institution
    2. Academic Career
    3. Term: enter the term students will be discontinued for
    4. Report Only: select Yes to run in report only mode or No to process the discontinuations

It is recommended to run this process in Report Only mode first in order to review the records that will be discontinued.

Discontinuation Process page
  1. Select the student population and run in the following order -

If the pop select query returns more than 50,000 rows, the data must be split into separate .csv files with fewer than 10,000 rows, then uploaded via the External File process.

Ensure any errors are resolved before proceeding to the next step.

CTC_DISC_TERM_RANGE
  1. Selection Tool: select PS Query
  2. Query Name: enter or lookup CTC_DISC_TERM_RANGE.
  3. Click Edit Prompts.
Discontinuation Process - Population Selection section
  1. Enter applicable prompt values and click the OK button.

The DISC Term must match the required fields *Term previously entered.

See Query Prompts screenshot below.

Discontinuation Process - Query Prompts page
  1. Proceed to Step 4 to complete the process through.
CTC_DISC_INVALID_PLAN
  1. Selection Tool: select PS Query
  2. Query Name: enter or lookup CTC_DISC_INVALID_PLAN
  3. Select the Edit Prompts link.
Discontinutation Process - Population Selection section
  1. Enter applicable prompt values then click the OK button.
    • Acad Plan - leave % to pull all invalid plans or replace % with a single Academic Plan code

The DISC Term for this query must be prior to the date the Academic Plan was inactivated. The process will error out if the term is after this date.

Discontinuation Process - Query Prompts page
  1. Proceed to Step 4 to complete the process through.
CTC_DISC_ACAD_STNDG
  1. Selection Tool: select PS Query
  2. Query Name: enter or lookup CTC_DISC_ACAD_STNDG
  3. Select the Edit Prompts link.
Discontinuation Process - Population Selection section
  1. Enter applicable prompt values and click the OK button.

The DISC Term must match the required fields *Term previously entered.

See Query Prompts screenshot below.

Discontinutation Process page - Query Prompts page
  1. Proceed to Step 4 to complete the process through.
CTC_DISC_STDNT_GRP
  1. Selection Tool: select PS Query
  2. Query Name: enter or lookup CTC_DISC_STDNT_GRP
  3. Select the Edit Prompts link.
Discontinuation Process page - Population Selection section
  1. Enter applicable prompt values then click OK.

The DISC Term must match the required field *Term previously entered.

See Query Prompts screenshot below.

Discontinuation Process page - Query Pro
  1. Proceed to Step 4 to complete the process through.
External File

External files must be in the .csv format with fewer than 10,000 rows and contain the following columns with headers:

  • EmplID
  • Academic Career
  • Student Career Number
  • Effective Date - enter dates in MM/DD/YYYY format
  • Sequence Number
  • Institution

A sample file can be downloaded  below.

  1. Selection Tool: select External File
  2. Click the Upload File button.
Discontinuation Process page - Population Selction section
  1. Choose the applicable .csv file then click the Upload button.
Discontinuation Process page - File Attachment page
  1. File Mapping: enter or lookup CTC_DISC_PRGM
Discontinuation Process File Mapping area highlighted
  1. Click Preview Selection Results to validate the file uploaded successfully.
Discontinuation Process page - Preview Selection Results link
  1. Once verification is complete, click the Return button.
Preview Selection Results page - Return button highlighted
  1. Proceed to Step 4 to complete the process through.
  1. Click the Run button.
Discontinutaion Process page - Run button highlighted
  1. Ensure the process is selected then click the OK button.
Process Scheduler Request page Process List Select button and Ok button highlighted
  1. Click the Process Monitor link to review the run control status.
Discontinutation Process - Process Montior link highlighted
  1. Refresh the process list until the Run Status is Success and Distribution Status is Posted.
Process List tab - Refresh button, Run and Distribution Status highlighted
  1. Click the Details link.
Process List tab - Details link highlighted
  1. Click the View Log/Trace link.
Process Detail page - View Log/Trace link highlighted
  1. Review the log files.

a.  If run in Report Only mode, select the Discontinuation Report Only.log file to review the students who were selected.

View Log/Trace page - Discontinuation Report Only.log link highlighted

b.  If run in live mode, select the Discontinuation Success.log file to review records that processed successfully.

View Log/Trace Discontinuation Success.log highlighted

c.  If run in live mode, select the Discontinuation Error.log file to review records that were not discontinued.

Errors may occur when:

  1. The Academic Plan a student is coded in was inactivated prior to the discontinuation term.

and/or

  1. Using external file upload, a student's program/plan stack status is -
    • Applicant
    • Cancelled
    • Completed
    • Discontinued
    • Dismissed
    • Suspended
View Log/Trace Discontinuation Error.log
  1. After running in live mode, verify students’ program/plan stacks have been discontinued:
    1. Navigate to the Student Program/Plan page:
      Main Menu  Records and Enrollment  Career and Program Information  Student Program/Plan
    2. Enter a student’s ID and click the Search button.
Student Program/Plan page - Find an Existing Value tab

        c.    Select the applicable Student Career Nbr.

Student Program/Plan page - Student Career Number highlighted

            d.    On the Student Program page, verify the status is Discontinued.

Student Program tab Status, Effective Date and Program Action highlighted

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