9.2 Swapping Student Enrollment

Purpose: Use this document as a reference for entering swap requests in ctcLink.

Audience: Student Records staff

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.

Entering Requests

Please be aware that swap functionality is only designed to be used during your 100% refund period.  After your last day for 100% refund, you will either need to backdate the swap transaction or perform separate add and drop transactions. If swapping to a different class and not just a different section, there could be the possibility of additional fees added based on the particular course/class selected.

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

Note: Previous drop requests can be viewed using the Find an Existing Value tab.

  1. The Enrollment Request search page displays.
  2. Select the Add a New Value tab.
  3. Enter ID.
  4. Enter Academic Career.
  5. Enter Academic Institution.
  6. Enter Term.

Note: Students must be term activated prior to enrollment, if the term cannot be entered or selected, see the QRG on Term Activating a student.

  1. Select Add.
Enrollment Request Add a New Value tab
  1. The Enrollment Request page displays.
  2. Action: Select "Swap Courses".
  3. Action Reason:
    SAME: To be used when swapping sections of the same class with the same mode of instruction and same class fees
    ACCL: To be used when swapping for accelerated outcomes
    ABGE: To be used when swapping ABE for General Education
  4. Override Action Date: Check this box and input date.
    1. On a swap to not cause a possible "W" grade or a refund issue, select the action date from the student's original enrollment.
  5. Class Nbr: Input the class number being dropped.
  6. Change to: Input the class number being added.
  7. Identify any needed overrides: See Enrollment Override table below.
  8. Additional classes can be added for processing at the same time by selecting the Add a New Row [+] icon.
  9. Select Submit.
Enrollment Request page
  1. Watch the Status next to the Submit button at the top of the page. It will show “Success” or “Errors Found.” If errors are found, scroll to the bottom of the page to review errors. The page can be resubmitted after errors are corrected.
Enrollment Request page
Error Messages

Enrollment Overrides

Override

Explanation

Appointment

Select to allow override of appointment date, time and unit maximums set on enrollment appointments.

Unit Load

Select to allow override of any unit limits, minimum or maximum.

Time Conflict

Select to allow student to enroll in courses scheduled for the same dates/times.

Action Date

Select to make the Action Date field available so you can enter a different processing date.

Designation

Select to allow adding a requirement designation for a class that does not have one. Also, select to allow omitting a requirement designation that is required.

Career

Select to allow a student to enroll in a class outside of their program's academic career (e.g. Continuing Education student enrolling in an academic course without a academic program stack)

Service Indicator

Select to allow override of any holds (unusual action codes) that the student has so that enrollment is allowed.

Requisites

Select to allow override of requisite checking, allows student to enroll in a course when they do not meet the requirement.

Closed Class

Select to allow enrollment in classes that are closed due to capacity size (e.g. full class section). Also select to allow placing a student on the waiting list if waiting list capacity is full.

Class Links

Select to allow an add or drop without all the required related component sections in a class association group. Select also to allow enrollment into a nonenrollment type section and to allow multiple enrollments in a course.

Class Units

Select to adjust the units for a variable unit course

Grading Basis

Select to allow override of the grading basis established for the class. (e.g. Changing a student from Graded to P/NP)

Permission Nbr. 

Select to input a student's permission number to enroll in a class.

Dynamic Dates

The system populates this field by default with a value of 'N'. A DMS script sets the value to 'Y' for those access IDs that allow access to all existing overrides. Review your security setup and set this value accordingly. Not typically used.

Wait List Okay

Select to allow the addition of a student to the waiting list of a class section when the class section, combined section, or reserve capacity is full.


  1. Process complete.

Swap the Student to the Waitlist

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

Through Self-Service, when a student swaps a class from an enrolled class to a waitlisted class, they will remain enrolled in their current section. In contrast, staff does not use Swap for this type of change.

  1. When you use Quick Enroll or Enrollment Request, the search page appears.
  2. Select the Add a New Value tab.
  3. Enter ID.
  4. Enter Academic Career.
  5. Enter Academic Institution.
  6. Enter Term.
The image displays the Enrollment Request Add a New Value page
  1. The Enrollment Request page displays.
  2. With the Enroll action selected, enter Class Nbr.
The image highlights the Action = Enroll and Class Nbr on the Enrollment Request page
  1. In the Drop This Class if Enrolled field, enter or look up the class number that the student wants to Drop if a space becomes available in the class added in the Class Nbr field.
  2. Click the WaitList Okay checkbox.
The image highlights selecting the Waitlist Okay checkbox and the number in the Drop This Class if Enrolled field.
  1. Click Submit in the top-right corner of the page.
The imag
  1. The Status updates to Success/Messages.
  2. Scroll to the bottom of the page to view the message. 
The image points to the Error Messages at the bottom of the page
  1. Select the Waitlist Position link to view the WaitList Position page. Click OK to return to the Enrollment Request page.
The image prompts to select the Waitlist Position link at the top of the page
  1. If you click on Study List, you will see the student is still Enrolled in the previous section and is on the waitlist for the new section.
The image highlights the Study List link at the bottom of the page to view classes
  1. Process complete.

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