Remove Grade Roster Notes

Purpose: Use this document as a reference for removing grade notes in ctcLink.

Audience: Student Records staff. 

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.

When faculty or instructors enter grades, they can add Transcript Notes through the grade roster. Unless your college has changed the delivered configuration, these notes will print on official transcripts.

  • Transcript Notes are notes entered through an enrollment page or grade roster. They are different from grade-related descriptions (such as Repeat Included or Grade Forgiveness) and Transcript Text (such as converted Dean’s List information).
  • Official Transcripts: The Define Transcript Type page includes a checkbox that controls whether Transcript Notes print on official transcripts. Unless your college has a business process that requires these notes, we recommend leaving this checkbox unchecked. Navigation: Set Up SACR > Product Related > Student Records > Transcript > Define Transcript Type.
  • Student Visibility in HCX: Transcript Notes are also included in the CSV file students can download from the Course List page in HighPoint Campus Experience (HCX). The file includes a Transcript Note column, allowing students to view these notes alongside their course information.
  • ⚠️Important: Staff should be mindful of the information entered in Transcript Notes, as students can view them in the HCX Course List CSV download. If your college does not want Transcript Notes visible to students in HCX, update the Unofficial Transcript configuration on the Define Transcript Type page by unchecking the "Allow Student Self-Service" checkbox on the Basic Data tab and the "Print Transcript Notes" checkbox on the Statistics tab. Navigation: Set Up SACR > Product Related > Student Records > Transcript > Define Transcript Type.
Expand or collapse content Identify Students with Notes

Navigation: Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page is displayed.
  2. Enter the query QCS_SR_GRD_ROSTER_TRNSCRP_NOTE in the begins with field and select Search.
  3. The Search Results section at the bottom of the page populates.
  4. Select your preferred Run to... format. In this example, we'll select Run to HTML.
  5. In a new window, enter the required prompt values.
    1. Enter Institution.
    2. Enter Term.
  6. Select View Results.
  7. The query results populate at the bottom of the page.
  8. In the new window, prompt values must be entered. There is an option to download the results of the query. Note the name(s) and class(es) of the student(s) you wish to process.
Expand or collapse content Remove the Note from the Student Record after Grades have been Posted

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.

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

  1. The Quick Enroll a Student search page displays.
  2. Enter the student ID returned by the query to select a student.
  3. Enter or look up the Academic Career.
  4. Enter or look up the Academic Institution.
  5. Enter or look up the Term used to run the query.
  6. Select Add.
  7. The Class Enrollment tab displays.
  8. Select "Normal Maintenance" from the Action drop-down menu. The Normal Maintenance option will only return classes the student is enrolled in.
  9. Using the Class Nbr looking glass, uncheck the class number displayed in the query results.
  10. Select the Other Class Info tab.
  11. Select the Create Transcript Note link.
  12. The Create Transcript Note page displays.
  13. Select the Delete Row [-] button to remove the transcript note.
  14. Select OK.
  15. The Other Class Info tab is displayed.
  16. Select Submit.
  17. The Class Enrollment tab displays.
  18. Verify that the process displays Success. For assistance obtaining a student transcript, please refer to QRG Viewing and Printing a Student Transcript.
Expand or collapse content Remove the Note from the Student Record before Grades have been Posted

You must have at least one of these local college-managed security roles:

  • ZC CS Grade Processing
  • ZD CS Grade Processing
  • ZZ CM Grade Process

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Curriculum Management > Grading > Grade Roster

  1. The Grade Roster search page displays.
  2. Enter or look up the Academic Institution.
  3. Enter or look up the Term used to run the query.
  4. Enter the class number displayed in the query results.
  5. Select Search.
  6. The Grade Roster Type tab displays.
  7. Select the Grade Roster tab.
  8. Choose the Note link for the student with the grade note in the roster list.
  9. The Transcript Note page displays.
  10. Select the Delete a Row [-] button to remove the note.
  11. Select OK.
  12. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Remove the Note from the Student Record. This link will open in a new tab/window.                  

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