Mass Assign Student Waivers
Purpose: Use this document as a reference for how to assign waivers to a group of students in ctcLink. Visit the State Boards Tuition Waivers page.
Audience: Student Financials staff.
You must have at least one of these local college managed security roles:
- ZZ SF Processing
- ZZ SF Tuition and Fees
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
For creating/adjusting/updating waiver setup, a ticket must be submitted to SBCTC for review/approval.
This process is only for waivers that have no criteria.
Do you have trouble knowing which method to apply the Waiver to the student?
- Utilize the BI Publisher Report BCS_SF_TGRP. Please refer to the The Tuition and Fees Waiver Configuration Report QRG.
- Utilize the QCS_SF_WAIVER_CONFIG_REPORT query for alternative display of your Waiver configuration. This query only returns the current Term.
- Refer to the Apply/Update Student Waivers Through Equation Variables and Student Groups QRG for information on applying waivers through Equation Variables or Student Groups.
Navigation: Student Financials > Tuition and Fees > Calculate Batch Tuition > Mass Assign Student Waivers
- The Mass Assign Student Waivers Run Control ID search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
- The Mass Assign Student Waivers page displays.
- Within the Population Selection section, select the Selection Tool drop-down and choose:
- Equation Engine: Not utilized functionality.
-
External File: Upload a .CSV file with student information.
- When you select External File from the Selection Tool drop-down, the File Mapping field and Upload File button become available. Please see alert below for further information.
-
PS Query: Use a population selection query to select students based on specific criteria.
- When you select PS Query from the Selection Tool drop-down, the Query Name field becomes available. Enter or search for the query.
When using an external file, the file must be saved on your computer in the .CSV (Comma Delimited) file format.
It is recommended that the file should have at minimum the Student ID Number.
The ability to create or update file maps has been restricted in the Campus Solutions (CS) pillar to enhance system security and protect data integrity. College users still have access to upload files and can view and select from existing reusable public and private file maps, however, the creation of new file mappings is restricted to SBCTC. This change helps prevent the creation of excessive or incorrect file maps which can impact system performance and data accuracy. It also prevents users from editing global file maps and disrupting those in use by other colleges. We fell behind schedule on the communication and QRG edits, and we sincerely apologize that this notice did not go out in advance.
Almost all CS processes already have public file maps that are available for use by users uploading .csv files. If you encounter a process that does not have a public file map available for your use, or if you have a case for creating an additional file map, please review the new Population Selection File Maps QRG for more information on how to submit a ticket to request a file map.
- Within the Parameters section:
- Enter the Business Unit, Term, Waiver Code, and Status.
- The Effective Date will default to the current date. Enter or search for the date that the Waiver should begin.
- The Description is an optional field.
- Optional: Change the waiver values using the Override Waiver Code Values fields. You can populate these fields to override the standard waiver values.
- Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
- Process complete.
For the waiver to be applied to the student account, Tuition Calculation must be run. Tuition can be calculated through the nightly batch process or manually by calculating tuition for an individual student.
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 Mass Assign Student Waivers. This link will open in a new tab/window.
Dennis Blew
If a tuition waiver is mass assigned, does a Tuition Calc have to be run as well after for each student?
Alec Risk
Hi Dennis,
Tuition Calculation is required after mass-assigning waivers to student accounts. Individual Tuition Calculation can be done by navigating to Student Financials > Tuition and Fees > Tuition Calculation. You may also run individual Tuition Calculation by navigating to the Student Customer Account (Student Financials > View Customer Accounts) and viewing the student details on that page.
For batch Tuition Calculation, this is completed nightly automatically.
Zoya Zhuk
Where can we see the results/report of students with successfully assigned waivers and/or errors (students whose waiver didn't process)?
Alec Risk
Hi Zoya,
There is currently no existing reports, queries, or pages where the results of the mass assign run of waiver can be validated. The best options are to either check the assign student waiver page individually or to work with your local query developer to create a new query.
-Alec Risk