9.2 Maintaining Student's Academic Program

Purpose: Use this document as a reference for maintaining academic programs in ctcLink.

Audience: Student Records staff

Maintaining Student's Academic Program

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

Note: The Program/Plan page has connections to Student Financials and Student Financial Aid.  Any changes on this page can impact other functional areas.

  1. The Student Program/Plan search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
  4. A student may return multiple program rows in the Search. If so, select the appropriate record by confirming the appropriate Student Career Nbr, Academic Career and Program.
Student Program Plan search page
  1. The Student Program tab displays.  
  2. Actions can be taken on the student program record. Individual institutions will vary in the use of specific codes. Refer to the table included at the end of this document and local business process for guidelines on these actions.
  3. To take an action on a program record, select the Add a New Row [+] icon at the top right of the page.

Note: It is best practice to select the Include History button before inserting a row on this page.

  1. Effective Date. All new rows are effective dated. Under special circumstances, an effective date may need to be back dated. It is common to future effective date based on subsequent actions on that record in the system

All changes on the Student Program/Plan page should be effective dated between terms [starting the day after the last day of the term and before the first day of the next term].

  1. To update information on other tabs, a row needs to be added to the Student Program tab with the appropriate program action. Adding a row on this tab will insert a new effective dated row for all tabs.
  2. To delete an academic row, select the Delete a Row [-] icon at the top right of the page.
  3. Correct History access is required to remove a row. This is not common and caution should be taken in deleting historical data.
  4. Select the Student Plan tab.
Student Program tab
  1. The Student Plan tab displays.
  2. Changes made on the Student Plan tab require creation of a new row on the Student Program tab with a PLNC (Plan Change program action code).
    1. Select the *Academic Plan by pressing on the looking glass--overwrite the existing code.
    2. Remaining fields will default to match the data entered on the Student Program tab but can be adjusted if required.
  3. Student Sub-Plans.
  4. Student Attributes. View the 9.2 Managing Student Attributes QRG.
  5. The Student Degrees tab is only used for program completion.  View the 9.2 Awarding a Student Degree QRG.
  6. Select Save.
Student Plan tab

Program Action Codes:

Code

Description

Status Change

Explanation

ACTV

Activate

Active in Program

A student is ready either to enroll in a term or to be evaluated for transfer credit.

ADRV

Admissions Revocation

Cancelled

A person was admitted into an academic program, but it was later determined that the person did not qualify for admission.

COMP

Completion of Program

Completed Program

A student has completed the program.

Data

Data Change

No Impact

Data relative to a student's program, plan, or career status was changed.

DEFR

Defer Enrollment

Active in Program

A person has been admitted, and may be active for one admit term, but will actually enroll in a later admit term. This action lets you change the admit term for the applicant and record that they are deferring enrollment.

DISC

Discontinuation

Discontinued

A student discontinues attendance. Post the withdrawal on the student Withdrawal page.

DISM

Dismissal

Dismissed

A student is dismissed from the academic institution. Post the withdrawal on the student Withdrawal page.

MATR

Matriculation

Active in Program

A person has completed all necessary steps to become an active student in an academic program.

LEAV

Leave of Absence

Leave of Absence

A student takes a leave of absence from his program.

PLNC

Plan Change

Active in Program

Used to update the student plan code on the student plan tab.


PRGC

Program Change  Active in Program Used to update the academic program on the student program tab.

RADM

Readmit

Active in Program

A person has applied to reenter a student career and academic program for which they already have a student record.

REVK

Revoke

Active in Program

Revoke a student's degree. The system automatically updates the student degree tables. Revoked degrees do not appear on the student transcript.

RLOA

Return from Leave of Absence

Active in Program

A student returns from a leave of absence.

SPND

Suspension

Suspended

A student is suspended from your academic institution. Post a withdrawal on the student Withdrawal page.

TRAN

Transfer to Other Career

Completed Program

A student makes an inter-career transfer.

WADM

Administrative Withdrawal

Cancelled

A student is withdrawn for administrative reasons.



  1. Process complete.
Adding a Student Sub-Plan

Academic Sub-Plans allow specialization within and are associated to a student's academic plan.

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

  1. The Student Program/Plan search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select the Included History checkbox. This will allow you to view all program/plan stacks.
  4. Select Search.
Student Program Plan Search Page
  1. A student may return multiple program rows in the Search. If so, select the appropriate record by confirming the appropriate Student Career Nbr, Academic Career and Program.
  1. The Student Program tab displays.  
  2. Select the Add a New Row [+] icon at the top right of the Student Details section.

All changes on the Student Program/Plan page should be effective dated between terms [starting the day after the last day of the term and before the first day of the next term].

  1. A new effective dated row displays.
  2. Enter the appropriate Effective Date for the term in which the sub-plan will be applied to the student's plan.
  3. Select PLNC for the Program Action.
  4. Select SBPL for the Action Reason.
  5. Academic Institution.
  6. Admit Term.
  7. Requirement Term.
  8. If no changes are required to the Student Plan, select the Student Sub-Plan tab.
  1. The  Student Sub-Plan tab displays.
  2. In the *Academic Sub-Plan field, select the looking glass to select the desired sub-plan.
  3. The *Declare Date will default to match the data entered on previous tab.
  4. Enter *Requirement Term.
  5. Select Save.
  1. Process complete.

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