QRG:  9.2 Creating New Courses in the Course Catalog

Role name:  ZC CM Course Catalog

Navigation:  NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog

Purpose: All CNED courses must be built in ctcLink PeopleSoft. When a class is scheduled, they are copied to CampusCE.  

Notes: The following fields will move to CampusCE for courses in the CNED career:

• Long Course Title* 
• Long Description* 
• Subject Area
• Catalog Number 

* persistent (and can be edited) in CampusCE. 

Course topics should be set in the course to be able to apply to a class and displayed in CampusCE.

The same subject can be used in both the UGRD and CNED careers. However, it is easier to distinguish if each has its own subject. These subjects can be grouped in an Academic Organization. If both careers share a subject and a course number (e.g., ART 99), separate entries should be created in the course catalog.

QRG:  9.2 Schedule New Classes

Role name:  ZC CM Class Builder

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

Purpose:  To schedule a new class in a term. Once scheduled, this information will be transferred to CampusCE.

Notes: Multi-component classes can be created for CNED; however, only the primary component will migrate to CampusCE. Only the primary component can have fees. Classes will move to CampusCE regardless of schedule print checkbox on or off. If the class has a topic, use the topic ID # (it must be set up on the course) or add a free-form topic. CampusCE does not use the consent option. Use a Note Nbr or Free Format Text to provide additional information to students in CampusCE.

Start/End Dates on the Basic Data tab should be the same as the dates in the Meetings tab. The dates on the Basic Data tab are used by the dynamic dates calculation process. This impacts dates such as the last date to enroll, drop, census, etc.  

QRG: 9.2 Maintain Schedule of Classes (Fluid)

Role names:  

• ZC CM Class Maintenance
• ZD CM Class Roster

Navigation:  NavBar > Navigator > Curriculum Management >Schedule of Classes > Maintain Schedule of Classes 

Purpose:  To add additional class sections or to modify existing class sections and to view a class roster.

Notes: Multi-component classes can be created for CNED; however, only the primary component will migrate to CampusCE. Only the primary component can have fees. Classes will move to CampusCE regardless of whether the schedule print checkbox is on or off. If the class has a topic, use the topic ID # (it must be set up on the course) or add a free-form topic. CampusCE does not use the consent option. Use a Note Nbr or Free Format Text to provide additional information to students in CampusCE.  

QRG:  9.2 Adding Course Fees Via Course Catalog

Role names:  

• ZZ SF Tuition and Fees
• ZC CM Class Builder

Navigation: NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog -OR-
NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Course and Class Fees > Course Fees

Purpose: To add one or more fees at the course level on the primary component.  The sum of class or course fees will become the price of the class section in CampusCE.  

Notes: If there are no class fees, the course fees will be used as the class section price in CampusCE.  DO NOT use both course and class fees on an individual course in the CNED career.  If there are both course and class fees on an individual course, only the class fees will be used as the class section price; however, tuition calc will use both, and there will be an error to correct.  While you may technically have fees at the course level on some CNED courses and fees at the class level on other courses (but never both course and class fees on an individual course), it is not advised.

QRG:  9.2 Adding a Class Fee Via Maintain Schedule of Classes

Role names:  

• ZZ SF Tuition and Fees
• ZC CM Class Builder

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes.  In the Basic Data tab, use the Add Fee button.  -OR- NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Course and Class Fees > Class Fees

Purpose:  To add fees at the class level.  The sum of class fees will become the price of the class section in CampusCE.  

Notes: DO NOT use both course and class fees on an individual course in the CNED career.  The recommendation is to use class fees, which allow the greatest flexibility, and to consistently apply fees to only classes.  If there are both course and class fees on an individual course, only the class fees will be used as the class section price; however, tuition calc will use both, and there will be an error to correct.  While you may technically have fees at the course level on some CNED courses and fees at the class level on other courses (but never both course and class fees on an individual course), it is not advised.

Flat Amount will become the class price in CampusCE.  Account type, Item type, Adjustment code and Due date code must also be setup.  

QRG:  9.2 Adding an Instructor to the Instructor/Advisor Table

Role name:  ZZ CM Instructor Advisor

Navigation:  NavBar > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

Purpose:  Instructors must be on the Instructor/Advisor table in order to be added as an instructor to a class in ctcLink.  They must be in the CNED career.

Notes: If an instructor is already in the table add a row either for your institution, or for the CNED career if they are already in the table in the UGRD career.  DO NOT remove rows from this table.  

QRG:  9.2 HCM - FWL (Faculty Workload)

Role names:  

• ZZ FWL Adjust Class
• ZZ FWL Contract Approve
• ZZ FWL Contract Calc
• ZZ FWL Contract Gen
• ZZ FWL Pay Processing
• ZD FWL View Config
• ZD FWL HCM View Pay (HCM role)

Navigation:  NavBar > Navigator > Curriculum Management >  CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

Purpose:  If continuing ed instructors are paid via Faculty Workload this information is relevant.  If instructors are paid through an invoice or other means then Faculty Workload roles are not needed.

9.2 Maintaining the Term/Session Table

9.2 Setting Dynamic Class Date Rules

9.2 Dropping Student Enrollment

QRG:  9.2 Maintaining Student Program/Plan Stacks

Role name:  ZZ SR Student Program

Navigation:  NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Program/Plan

Purpose:  Used for maintaining academic programs in ctcLink. The Program/Plan page has connections to Student Financials and Student Financial Aid. Any changes on this page can impact other functional areas.

Notes: Students must be in the CNED Academic Career and have an active program in the CNTED (Continuing Education) Academic Program.  

QRG: 9.2 Using Quick Admit

Role name:  ZZ SR Quick Admit

Navigation:  NavBar > Navigator > Records and Enrollment > Enroll Students > Quick Admit a Student

Purpose:  Quick Admit bypasses the admissions module and allows you to admit a student quickly. However, you can only quick admit a student once per career and this is NOT included in admissions reporting.

Notes: Make sure you Quick Admit in the Continuing Education Academic Career.  Use the bio demo information from the student's CampusCE account.  

QRG: Term Activate an Individual Student

Role name:  ZZ SR Term Activation or ZZ SR Batch Term Activation

Navigation:  NavBar > Navigator > Records and Enrollment > Student Term Information > Term Activate a Student

Purpose:  In addition to being admitted to an institution students must be active in the CNED career during the term in which they are enrolling in a class.  

Notes: Add a row to add and additional term. Make sure the term is being added to the CNED career.  

QRG: Quick Enrolling a Student

Role name: ZZ SR Enroll Students

Navigation:  NavBar > Navigator > Records and Enrollment > Enroll Students > Quick Enroll a Student

Purpose:  Reference for processing quick enrollments

Notes: Before you quick enroll, verify that you are in the CNED career.  

QRG: Posting a Payment

Role name:  ZZ SF Charges and Payments

Navigation:  Student Financials > Charges and Payments > Post Student Transaction

Purpose:  Process financial transactions related to CampusCE class enrollments and payments.

Notes: Use the Item Type 700000000800 CampusCE Payment.   This item type will only pay CNED fees. When a credit card is used in CampusCE, the credit card information is not sent to PeopleSoft. Only the amount paid and the payment type are posted to the student's account.   

QRG: Reversing a Payment

Role name: ZZ SF Charges and Payments

Navigation:  Student Financials > Charges and Payments > Reversals > Reverse Payment

Purpose:  Process financial transactions related to CampusCE class enrollments and payments.

Notes: It is helpful to enter in the Description field how the class will be paid (e.g. PO, 3rd party).

QRG: Viewing Student Information

Role name: ZD CC Personal Info Student

Navigation:  NavBar > Navigator > Campus Community > Student Services Center

Purpose:  To view bio-demo and contact information about students. This either exists in PeopleSoft for a student in ctcLink or information from CampusCE sent to PeopleSoft to establish a student record. Use this to verify the information in CampusCE and PeopleSoft matches.  

Notes: The Finances tab will provide access to view the student's account summary.  

QRG: View Customer Accounts

Role name:  ZD SF Customer Accounts

Navigation:  Navigator > Student Financials > View Customer Accounts

Purpose:  Reference to understand how to view a customer (student) account. Student Financials contains detailed financial information for every student, including registration charges, payments, course fees and penalty fines, and financial aid, et al. The Customer Accounts page overviews the student’s activity for the term. You can review information on the student’s account using various links. The total on the student’s account can include a dollar amount from a previous term.

Notes: This will provide a detailed view of all student financial activities at the college, not CNED alone.  

QRG:  9.2 Viewing Service Indicator Information

Role name:  ZD CC Service Indicate Student

Navigation: NavBar > Navigator > Campus Community > Service Indicators (Student) > Manage Service Indicators

Purpose:  If a student has a Service Indicator on their account they may not be able to register for a class. If there is a registration error check to see if there is a

Notes: Service indicators in the Undergraduate career will prevent enrollments in the CNED career.  

QRG:  9.2 Running Admissions Query

Role name: ZD_DS_QUERY_VIEWER

To be able to run queries associated with continuing ed staff need:

• ZD_DS_QRY_ADMISSIONS
• ZD_DS_QRY_CAMPUS_COMMUNITY
• ZD_DS_QRY_CURRICULUM_MGMT
• ZD_DS_QRY_FACULTY_WORKLOAD
• ZD_DS_QRY_STUDENT_FINANCE
• ZD_DS_QRY_STUDENT_RECORDS

Navigation:  Reporting Tools > Query > Query Viewer

Purpose: Queries can be useful for verifying course and class information is set up correctly, and to verify class enrollment matches what is seen in CampusCE.  

Notes: The majority of reports needed for class management are available in CampusCE

QRG:  9.2 CNED Admin Unit Page for CampusCE

Role name: 

• ZZ SACR Academ Struct Config (to add or inactivate)
• ZD SACR Academ Struct Config (to view)

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Records > Curriculum Management > CTC Custom > CampusCE Integration > Admin Unit Set Up

Purpose:  Demonstrates the set up of admin units, used in CampusCE

Notes: If a class is scheduled in a subject which is not mapped to an Admin Unit it will not move to CampusCE.  

QRG:  9.2 CNED CampusCE Transaction Management Page

Role name:  ZD CE Transaction Mgmt (view only and linked pages not available)

                    ZZ CE Transaction Mgmt (links are available, but individuals still need page roles)

Navigation:  Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > CampusCE > CampusCE Transaction Mgmt

Purpose:  Demonstrates the Transaction Management page where staff can view the status of CampusCE enrollments that have been sent to PeopleSoft.

To cancel a class, first change the status of the class section in CampusCE to Canceled on the Section Info tab. Then, change the Class Status to Cancelled Section on the Enrollment Control tab in PeopleSoft.  

QRG: Cancel Classes Using Schedule Class Meetings

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Purpose:  To indicate that a class is canceled and block further enrollments.

Notes: Canceling the class in PeopleSoft will not send the class information to CampusCE as canceled. This must be done in both systems. If students are enrolled in the class, the check box for Cancel if Student Enrolled must be used. This will drop the students from the class. If a list of these students is needed, a class roster should be run before canceling the class.  

Currently there is no automated drop process.  Drop a student in PeopleSoft.  This will create a credit on the student's account.  Then drop the student in CampusCE.

QRG: Drop Student Enrollment

Navigation:  NavBar > Navigator >Records and Enrollment > Enroll Students > Enrollment Request

Purpose:  Drop a student from a class at the student's request or for administrative reasons.  

Notes: When you cancel a class in PeopleSoft, all students will be dropped. This process is only needed for individual student drops. If a student wants to drop a class and enroll in a different class, drop the student from the first class in both systems. Then, register the student for the second class in CampusCE. This will push to PeopleSoft.  

The integration does not fully process class swaps/switches in PeopleSoft. When you "switch" a class in CampusCE you are dropping the class in CampusCE, but not in PeopleSoft. You will need to drop the student FIRST in PeopleSoft manually so you know the refund amount. Then process the drop/switch in CampusCE.  This will create a new enrollment which results in a "fake" payment to the student's account (as they have already paid for the first class) and then enrolls the student in the class.

QRG: Drop Student Enrollment

Navigation:  NavBar > Navigator >Records and Enrollment > Enroll Students > Enrollment Request

Purpose:  Drop a student from a class at the student's request or for administrative reasons.  

Notes: When you cancel a class in PeopleSoft, all students will be dropped. This process is only needed for individual student drops. If a student wants to drop a class and enroll in a different class, drop the student from the first class in both systems. Then, register the student for the second class in CampusCE. This will push to PeopleSoft.  

The capacity field in CampusCE is a persistent field and can be edited. It will not be overwritten by PeopleSoft data pulled each morning. Change the capacity in both systems so that both systems will automatically allow for additional registrations (if the capacity increases).  

QRG: Viewing and Updating Class Enrollment Capacity and Status

Navigation:  NavBar > Navigator >  Curriculum Management > Schedule of Classes > Update Sections of a Class

Purpose:  To adjust the class capacity, or number of students allowed in a class, for a class section.

Notes: Increasing capacity prevents the need to override the capacity of an enrollment.  

Before updating any bio demo information in ctcLink PeopleSoft, establish business processes with the college Registrar.  Continuing Ed staff may have more up to date contact information for a student.  

QRG:  Look for the QRG specific to the data being updated CS - Campus Community

Navigation:  NavBar > Navigator > Campus Community > Personal Information

Purpose:  The integration does not update any bio demo information in PeopleSoft.  All bio-demo information is available to staff on the CampusCE Request Tab.  

Notes: DOB must be correct in both systems.

When the payment information is sent from CampusCE to PeopleSoft, the item type of 700000000800 "Campus CE Payment" is used. This is what will be visible in the account details on the Customer Accounts page. When the Item Details are viewed, the account number and item type that was on the course/class will be shown. The payments are associated with the class's item type(s).  

Anything from CS comes in as an SF journal to the GL. The GL gets the summary/roll-up of the items while all of the details live at the source, which is SF. This is why any changes need to go through SF, not FIN, as that is where they started.

QRG: View Customer Accounts

Role name: ZZ SF Customer Accounts

Navigation:  NavBar > Navigator >Student Financials > View Customer Accounts

Purpose:  View a student account to ensure that payment has been posted correctly.

Notes: There is no "tuition" for CNED classes so that tuition will be $0. Dollar amounts will be displayed under "fees."

Refunds must be processed manually in both CampusCE and PeopleSoft. PeopleSoft is where the refund will be processed, resulting in money being returned to the student according to college policy. In CampusCE you are recording the refund so the student record is accurate and in sync with PeopleSoft. Neither the CampusCE nor PeopleSoft refund process will allow you to refund directly to a credit card. Refunding to a credit card can only be done by going into Cybersource.

QRG: Individual Student Refund

Role name: This work is typically done by cashier staff. Multiple roles and SACR are required.

Navigation:  NavBar > Navigator >Student Financials > Refunds > Student Refund

Purpose:  When a student drops a class or the college cancels a class, a balance is created in CampusCE.  This can be applied to a new class or refunded.

Notes: Refunds MUST be recorded in both CampusCE and PeopleSoft.  

CampusCE Steps:
1. Go to Drop/Switch under Registration on the left sidebar, and select the order.
2. This opens the Section Change page and the Drop/Switch tab. Click the radial button next to Drop and then the
Next button.
3. On the Confirmation tab of the Process Refund page, click on the Submit button.
4. Click the Process Refund button.
5. C ick on the order.
6. On the Order Detail tab, click the Next button.
7. Select one of the radio buttons and click the Confirm Refund button.
8. Ensure the Run Credit Card Services box is not checked, and click the Submit button.

The grading basis of "Graded" is not used for the CampusCE integration. Pass/Not Pass (PNP) and Satisfactory/Unsatisfactory (SUS) can be used. In addition, staff could perform normal maintenance to change an individual student's grading to something like SUS, PNP, GRD, etc. This could also be done in a batch enrollment if there are multiple students that need grades.

Any grade values entered in CampusCE or PeopleSoft will not auto-populate to the other system. f the grade is needed in both systems, it must be entered manually.