9.2 CampusCE Overview
Integration between CampusCE and ctcLink PeopleSoft
Course/Class: Each morning course and class data moves from PeopleSoft to the college's CampusCE database. Conditions to be met (in addition to specific course/class information provided below):
- Active classes in the CNED career
- Class Subject must be crosswalked to an active Admin Unit
- Term is open in PeopleSoft (Academic year from summer to spring open 4/1)
- Term in CampusCE must be active
Enrollment/Payment: Data is moved from CampusCE to PeopleSoft, where enrollment and payment are processes, in real time. A response is sent from PeopleSoft to CampusCE with the status of the enrollment and payment. This status is also posted to the Transaction Management page in PeopleSoft.
Purpose: The information provided in this section will walk users through the course and class information and basic enrollment steps necessary in PeopleSoft to use CampusCE. Some of these steps are replaced by integration and are only needed when troubleshooting. Use this document as a reference for all menu navigation paths related to processing transactions associated with continuing education, including course and class building, enrollments, student financials, and the security roles granting access to them.
Note that ZZ roles allow for editing, and in some areas, a ZD (display) version is listed. In addition, some queries may require access to highly sensitive query roles. The college Security Administrator will make those local decisions.
Audience: CampusCE administrators. Managers approving security access for staff in continuing education departments and College IT Security need clarity on the access requested.
The information in this section does not cover every business process required. Continuing Education staff should follow the business processes in 9.2 CS - Curriculum Management and 9.2 CS - Student Records.
The CS Staff Homepage is on the left sidebar of the Gateway. Use that to go to the Curriculum Management tile. There, you can access all curriculum management in one location.
You must have at least one of these local college-managed security roles:
- ZC CM Course Catalog
- ZD CM Course Catalog
- ZD CM Course and Class Inquiry
- ZD CM Local Configuration
- ZD FWL View Cnt Calc
- ZZ CM Course Catalog
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You must also set the following SACR Security permissions:
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.
Check that these are set correctly on the Catalog Data tab:
There are no units (credits) on the class. all CNED classes are non-credit.
The class is not using the "Graded" grading basis. Only NOG, PNP, and SUS can be used.
Add and Drop Consent use "No Special Consent Required."
For Courses and Classes to pull to CampusCE the Long Course Title must be unique for each course, even if they are in different subjects. Examples would be where the title "CPR" was used for CPR 050, CPR 051, and CPR052, or a very generic title like "Workshop" is used for multiple courses such as CEART 050 "Workshop" and CECOMP 026 "Workshop".
In order for classes to be migrated from PeopleSoft to CampusCE, a term must be set up in CampusCE. If the course title is changed, it will not change in CampusCE until the effective date is reached. For this reason, it is recommended that course titles not be changed. Classes will only pull into CampusCE until the "Display To" date for Self-Service Student/Visitor in the Display Term in Class Search Tab is reached.
Do NOT add a new class in CampusCE. All classes in the integration and mapped to college Admin Units must be created in PeopleSoft.
You must have at least one of these local college managed security roles:
- ZC CM Class Builder
- ZD CM Class Builder
- ZZ CM Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
Only active classes from the CNED career will migrate to CampusCE.
Capacity can be changed in CampusCE but this will not change the capacity in ctcLink PeopleSoft, and could cause enrollment issues. Be sure to change in both systems.
For single component classes, each section should have a unique Associated Class number. For multi-component classes, each lab/lec combo should share a unique number. The default is that each new section has an associated class of "1," so this needs to be changed if additional sections are added. In CampusCE, if the associated class is left as 1, the dates to enroll will be impacted and will require manual intervention to enroll students.
Note: If students are already enrolled in these sections, the only way to adjust the number is to drop them from one section, correct the number, and then re-enroll.
You must have at least one of these local college-managed security roles:
- ZC CM Class Builder
- ZD CM Class Attributes
- ZD CM Class Builder
- ZD FWL View Cnt Calc
- ZZ CM Class Attributes
- ZZ CM Class Text Book
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
Only active classes from the CNED career will migrate to CampusCE.
Capacity can be changed in CampusCE but this will not change the capacity in ctcLink PeopleSoft, and could cause enrollment issues. Be sure to change in both systems.
You must have at least one of these local college managed security roles:
- ZC CM Course Catalog
- ZD CM Course Catalog
- ZD CM Course and Class Inquiry
- ZD CM Local Configuration
- ZD FWL View Cnt Calc
- ZZ CM Course Catalog
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: 9.2 Adding Course Fees Via Course Catalog
Role names:
- ZZ SF Tuition and Fees
- ZC CM Class Builder
The SF Business Unit and SetID must be populated by your college security team: NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID
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.
The Class/Course Fees Rollover process must be run (if it is run at all) before adding fees. If fees are added and the rollover takes place, the added fees will be overwritten. This should be coordinated with the college student finance staff.
You must have at least one of these local college managed security roles:
- ZC CM Class Builder
- ZD CM Class Attributes
- ZD CM Class Builder
- ZD FWL View Cnt Calc
- ZZ CM Class Attributes
- ZZ CM Class Text Book
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: 9.2 Adding a Class Fee Via Maintain Schedule of Classes
Role names:
- ZZ SF Tuition and Fees
- ZC CM Class Builder
The SF SetID must be populated by your college security team - NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID
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.
The Class/Course Fees Rollover process must be run (if it is run at all) before adding fees. If fees are added and then the rollover takes place, the added fees will be overwritten. This should be coordinated with the college student finance staff.
Only use Flat Amount fees for CampusCE. Fees which are calculated based on hours cannot be processed.
You must have at least one of these local college managed security roles:
- ZC CM Instructor Advisor
- ZD CM Instructor Advisor
- ZD FWL View Cnt Calc
- ZZ CM Instructor Advisor
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZD FWL View Cnt Calc
- ZZ FWL Contract Approve
- ZZ FWL Contract Calc
- ZZ FWL Contract Gen
- ZZ FWL Contract Submit
- ZZ FWL Pay Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZC CC Personal Information
- ZD CC Personal Information
- ZD FA Director
- ZD FA ISIR Data Mgmt
- ZZ CC Pers Info NID Update
- ZZ CC Personal Information
- ZZ FA ISIR Data Mgmt
- ZZ FA ISIR Processor
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: 9.2 Searching for Records (Using Search/Match)
Role name: ZD CC Personal Info Student
Navigation: NavBar > Navigator > Campus Community > Personal Information > Search/Match
Purpose: You can maintain the integrity of your database by minimizing duplicate or multiple records. Use the Search/Match feature to define criteria for checking for duplicate or multiple entries of individuals.
You must have at least one of these local college managed security roles:
- ZC AD App Entry
- ZD AD App Entry
- ZZ AD App Entry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: 9.2 Running Search/Match (Fluid)
Role name: ZD CC Personal Info Student
Navigation: CS > Main Menu > ctcLink CS Staff Homepage > Admissions Processing > Entering Applications > Search Match
Purpose: Reference for how to run search/match in Fluid, using the Admissions Processing section of the CS Staff Homepage.
You must have at least one of these local college managed security roles:
- ZC SR Student Program
- ZD SR Student Program
- ZZ SR Student Program
- ZZ Student Program Limited
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZZ SR Quick Admit
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Role name: ZZ SR Quick Admit
NavBar > Navigator > Set Up SACR > Security > Secure Student Administration > User ID
The following SACR needs to be set in order to Quick Admit:
Admissions Action (ALL)
Institution/Career Security: CNED
Academic Program Security: CNTED
Academic Plan Security: CED
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.
You must have at least one of these local college managed security roles:
- ZD SR Super User
- ZD SR Term Activation
- ZZ SR Term Activation
- ZZ SR Term Activation Limited
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZD SR Enroll Students
- ZD SR Super User
- ZZ SR Enroll Students
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZZ SF Charges and Payments
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: Posting a Payment
Role name: ZZ SF Charges and Payments
The SF Business Unit and SetID must be populated by your college security team - NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID
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.
You must have at least one of these local college managed security roles:
- ZZ SF Payment Reversals
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
QRG: Reversing a Payment
Role name: ZZ SF Charges and Payments
The SF Business Unit and SetID must be populated by your college security team - NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID
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).
You must have at least one of these local college managed security roles:
- ZD CC Super user
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZC SF Running Start
- ZD SF Customer Accounts
- ZD SF Running Start
- ZZ SF Customer Accounts
- ZZ SF Running Start
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Role name: ZD SF Customer Accounts
The SF Business Unit and SetID must be populated by your college security team - NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID
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.
You must have at least one of these local college managed security roles:
- ZD CC Service Indicate Student
- ZZ CC Service Indicate Student
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZD_DS_QUERY_VIEWER
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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
You must have at least one of these local college managed security roles:
- ZZ SACR Academ Struct Config
- ZZ SACR Academ Struct Config
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZD CE Transaction Mgmt
- ZZ CE Transaction Mgmt
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
QCS_CE_CAMPUSCE_TRANSACTION This provides the results for a student's order. Only the results for the last day of transactions are provided. Additional information about the class has been included in the query.
QCS_CE_COMPARE_CAMPUSCE_TO_PS This provides a list of students with the bio demo information collected in CampusCE and compares it to the information in Campus Solutions. Contact the college Registrar to have information updated in PeopleSoft.
When you "register" a student in a class in CampusCE, the enrollment that is pushed into PeopleSoft will result in a payment on the student account whether or not you have actually collected a payment.
You must have at least one of these local college managed security roles:
- ZC CM Class Maintenance
- ZD CM Class Maintenance
- ZD FWL View Cnt Calc
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZD SR Enroll Students
- ZD SR Super User
- ZZ SR Enroll Students
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
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.
You must have at least one of these local college managed security roles:
- ZD SR Enroll Students
- ZD SR Super User
- ZZ SR Enroll Students
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
If you intend to pay with a credit or "escrow" in CampusCE the enrollment will also result in a NEW payment on the student account for the class that was enrolled during the drop/switch. Reverse the payment that was posted in the student account because of completing the drop/switch in CampusCE. If the new class was at a higher price additional money would be collected. The full price of the class will be posted to the student's account, but only the additional cost is "real".
If you are also enrolling a student in an additional class at the same time, DO NOT add this to the order where you are using the drop/switch. This would combine a new payment with a "fake" payment and may make reconciliation more difficult, especially for Cybersource transactions.
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.
You must have at least one of these local college managed security roles:
- ZC CM Class Maintenance
- ZD CM Class Maintenance
- ZZ CM Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZC CC Personal Information
- ZD CC SOGI
- ZD CC Personal Information
- ZD CC SOGI
- ZD CC Super user
- ZZ CC Pers Info NID Update
- ZZ CC Personal Information
- ZZ CC SOGI
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
You must have at least one of these local college managed security roles:
- ZC SF Running Start
- ZD SF Customer Accounts
- ZD SF Running Start
- ZZ SF Customer Accounts
- ZZ SF Running Start
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
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."
You must have at least one of these local college-managed security roles:
- ZD SF Refunds
- ZZ SF Refunds
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
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.
Jessica Fairchild
The "Reversing a Payment" link under the following section leads to a 404 error page.
https://ctclinkreferencecenter.ctclink.us/a/1426224-9-2-campusce-overview#reversing-a-payment
Tanjagay Martin
Thank you, Jessica. The links are fixed. Thank you so much for your time! ~Tanjagay Martin | CS Core Trainer.