Setting Up Student Groups

Purpose: Use this document as a reference for how to set up student groups within ctcLink.

Audience: Student Records Staff

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

  • ZD SACR Student Grp Config
  • ZZ SACR Student Grp Config

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

You also need to set SACR Security permissions:

Student Group Naming Guidelines

  1. Student Group Naming Convention: Student Group codes are four characters in length. They must begin with one of the following department codes. The last three characters are descriptive.
    • A - Admissions
    • B - Student Financials (Bursar)
    • F - Financial Aid
    • G - Advising
    • R - Student Records
    • S - Global S codes reserved for SBCTC -- Do not use
  2. Do not create or use BDOC as a locally defined Student Group. BDOC is a State Board-defined Student Group used for Department of Corrections (DOC) processing and appropriate tuition calculation. Because BDOC is referenced in global Student Financials processes and queries, using the code for another purpose, such as an abbreviation for "document," may cause unintended processing results. For more information, refer to the DOC Student Group Processing QRG.
  3. Do not use spaces or special characters in a student group code.

Navigation: Set Up SACR > Common Definitions > Student Group Table

Create a Student Group

  1. The Student Group Table search page displays.
  2. Select Add a New Value.
  3. Enter the Academic Institution and Student Group code.
  4. Select Add. The Student Group Table page displays. If updating an existing Student Group, enter the appropriate search criteria on the Find an Existing Value page, then select Search.
  5. Enter 01/01/1901 in the Effective Date field. ⚠️Note: Use 01/01/1901, the earliest date in ctcLink, to ensure the Student Group functions correctly when used for requisites.
  6. The Status defaults to Active when adding a new Student Group. No change is needed unless a different status is required.
  7. Enter the Description and Short Description.
  8. Select Save. The Student Group setup is complete.
Student Group Table showing group ABIT with effective date, Active status, description, and short description.

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