ctcLink Reference CenterRemediation Campus SolutionsOnline Student Enrollment for Continuing Education (OSECE) Listen & Learn

Online Student Enrollment for Continuing Education (OSECE) Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for Online Student Enrollment for Continuing Education (OSECE)

Audience: All College Staff

Online Student Enrollment for Continuing Education (OSECE) Meeting Information

Gap Analysis (Listen & Learn)

Topic: Online Student Enrollment for Continuing Education (OSECE)

Meeting Date/Time: April 27, 2017 1:30 - 3:00pm

Meeting Facilitator: Melissa Sitzenstock

Meeting Information:  Online Student Enrollment for Continuing Education (OSECE) WebEx Recording

Meeting Objective

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • OSECE

Meeting Notes and Decisions

  1. OSECE allowing students to create multiple duplicate accounts. Forgot your password alternative for students who no longer have access to email or know the security question answer is needed to prevent more duplicate account creation. Additional security questions and fix the current question.
    1. While in early 2016 OSECE was updated to prevent multiple account creations at account creation with multiple clicks. OSECE students are still generating multiple accounts instead of reusing existing accounts.
    2. CNED students are creating duplicate accounts when they can’t remember their password and/or recovery question answers. Would like to have more than 1 security recovery question that’s more clearly written. CNED students don’t know about the “credit student” method of recovering passwords.
  2. Activating ctcLink needed prior to OSECE account creation
    1. CE students don’t typically know their ID number or if they even have one: Create an account here if you have NEVER been a student at our college before. If you have taken classes with us in the past, please call us at the number below to activate your account or click on the login help link above, to activate your account online.
    2. Logging in as first-time user/create new account: If you have already created a ctcLink account or have activated your ctcLink account, please login below. If you created an account on this site, use your username and password. If you activated your account in ctcLink, please use your ID number and password you created during the activation process.
    3. These instructions, while meant to provide clarification and further instruct students, are too verbose and unfortunately not effective
  3. Due to FERPA, not allowed to register multiple people with same email address
    1. Couples with shared email address
    2. Parent registering child for swim, youth camp, etc.
    3. Someone registering him or herself and then paying for multiple people (for example, INCA AD.)
  4. Improve shopping cart
    1. Should display selected classes immediately
    2. Should show better details as to what is in the shopping cart
  5. Relabeling:
    1. Relabel “Next” button in search grid to “Check Out"
    2. Change heading and buttons on login page from “Register” to “Create Your Account”
    3. Change button on payment page from “Finish” to “Submit”
    4. Change button at end of process from "Enroll" to say, "Confirm Payment" or "Complete Payment Process”
  6. [Select class -> Cybersource -> back to OSECE] Students aren’t completing the process. Getting registrations without payments, payments without registration, and incomplete enrollment transactions. No way to pay in OSECE if the student left the page. No tracking for incomplete registrations or pending payments.
  7. Disconnect between CyberSource and OSECE
    1. Finish/Submit payment through CyberSource does not complete registration
    2. CyberSource not communicating with ctcLink
    3. Random refunds between CCS and TCC
    4. No way to track student payments-cases where student paid but not enrolled, or enrolled but payment didn’t go through
    5. Payment error messages-what happens after?
    6. Kicks out randomly-sometimes during payment
    7. No way of sending (either manually or automatically) individual *detailed* order confirmation/receipt to students. Students only receive a ‘blanket’ template email that does not reflect accurate status of their account or give them class number, date, time, location, etc. details. Notification template does not provide sufficient information.
  8. Search by Category and Default Search toggle confusion:
    1. Search by Category-3 Different departments at CCS share the same page (CWCE, ACT 2, and Parent Ed)
    2. Students do not know the differentiation between departments
    3. Students may not know the subject of the class they are looking for
  9. Default Search
    1. Search toggle is not apparent/easily visible
    2. Assuming students know the term, campus, etc.
    3. Keywords not all intuitive or comprehensive-must know exact name of class in some cases
    4. Pressing “Search” versus hitting the enter key-system reacts differently when hitting “enter” and physically clicking the “Search” button
  10. Classes are listed by campus-cannot be combined by subject
    1. CCS serves 2 campuses and students may not know which campus their class is held at, or even realize there are separate OSECE pages per campus
  11. Only 50 classes listed per page and not immediately apparent if there are more
    1. The “Next” button does not direct one to the rest of the classes, but takes student to the next step of the registration process.
  12. Cannot easily provide a link to class details
    1. Whether it be for a marketing email, a Facebook post, to direct students to a class for registration, or to direct traffic from our website-OSECE is not cooperative/functional
  13. Not able to help end-user from the backend with registration, account, or payment issues within OSECE
  14. Faculty and staff cannot register through OSECE
  15. Cannot login to OSECE in the same browser as ctcLink

Meeting Action Items and Follow Up

  1. Activating ctcLink needed prior to OSECE account creation
    1. CE students don’t typically know their ID number or if they even have one: Create an account here if you have NEVER been a student at our college before. If you have taken classes with us in the past, please call us at the number below to activate your account or click on the login help link above, to activate your account online.
    2. Logging in as first-time user/create new account: If you have already created a ctcLink account or have activated your ctcLink account, please login below. If you created an account on this site, use your username and password. If you activated your account in ctcLink, please use your ID number and password you created during the activation process.
    3. These instructions, while meant to provide clarification and further instruct students, are too verbose and unfortunately not effective
      1. College’s should provide recommended text changes
  2. Additional security questions and fix the current question.
    1. Ciber researching how more security questions can be configured
  3. Improve shopping cart
    1. Should display selected classes immediately
    2. Should show better details as to what is in the shopping cart
      1. Ciber researching the immediate update and adding class title to shopping cart
  4. Relabeling:
    1. Relabel “Next” button in search grid to “Check Out"
    2. Change heading and buttons on login page from “Register” to “Create Your Account”
    3. Change button on payment page from “Finish” to “Submit”
    4. Change button at end of process from "Enroll" to say, "Confirm Payment" or "Complete Payment Process”
      1. Ciber will work on these changes
  5. Disconnect between CyberSource and OSECE
    1. Finish/Submit payment through CyberSource does not complete registration
    2. CyberSource not communicating with ctcLink
    3. Random refunds between CCS and TCC
    4. No way to track student payments-cases where student paid but not enrolled, or enrolled but payment didn’t go through
    5. Payment error messages-what happens after?
    6. Kicks out randomly-sometimes during payment
    7. No way of sending (either manually or automatically) individual *detailed* order confirmation/receipt to students. Students only receive a ‘blanket’ template email that does not reflect accurate status of their account or give them class number, date, time, location, etc. details. Notification template does not provide sufficient information.
      1. Working on solution that simplifies the process and produces meaningful receipt
  6. Default Search
    1. Search toggle is not apparent/easily visible
    2. Assuming students know the term, campus, etc.
    3. Keywords not all intuitive or comprehensive-must know exact name of class in some cases
    4. Pressing “Search” versus hitting the enter key-system reacts differently when hitting “enter” and physically clicking the “Search” button
      1. College can relabel the items displayed on default search
      2. Ciber researching adding Keyboard enter key to function same as search button
  7. Search by Category
    1. Search by category usage determined by college and
  8. When search result produce more than 50 classes students can’t navigate to more results
    1. Ciber will work on navigation to display more classes in grid
  9. Cannot easily provide a link to class details
    1. All class links follow a standard format (see fields between asterisks in red below). As long as the url has valid values it will display the class in the search result grid of the colleges OSECE default page. You don’t need to navigate to the Class Details tab of OSECE to use the url.
    2. https://csprd.ctclink.sbctc.edu/psc/oce/EMPLOYEE/SA/c/SE_CLSSRCH.SE_CLSSRCH_CMP.GBL?*INSTITUTION=WA220&CAMPUS=MAIN&CAREER=CNED&STRM=2157&CLASS_NBR=6762*
  10. Not able to help end-user from the backend with registration, account, or payment issues within OSECE
    1. Major change to provide staff with end-user view, will continue discussion with Governance
  11. Faculty and staff cannot register through OSECE
    1. About 12 months ago we resolved an issue with faculty/staff security and OSECE if staff can’t login with their EMPLID and password we need tickets with examples
  12. Cannot login to OSECE in the same browser as ctcLink
    1. This is a known issue with PeopleSoft not unique to OSECE cannot be addressed with current technology.

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • None

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