Setting Up Service Indicator Codes and Reasons

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

Audience: Student Records staff

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

  • ZC FA Local Configuration
  • ZC SACR Srvs Ind Config
  • ZD FA Local Configuration
  • ZD SACR CC Config
  • ZD SACR Srvs Ind Config
  • ZZ SACR Srvs Ind Config

You must also set these SACR Security permissions:

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

 

Supporting Information:

Changing a Service Indicator’s nature, associated Impacts, or Reason Codes - primarily after it has been assigned to students - can have counterintuitive results. Users have reported cases in which removed Impacts still affect student records after the effective date of the change, or in which added Impacts have no effect.

Another thing to remember: If you add a new Effective-Dated row to remove a Reason Code, you can no longer release any instances of the Service Indicator with that Reason Code currently assigned to students. The Reason Code won’t exist to be released (it’s orphaned)!

Rather than changing the Service Impacts on an existing Service Indicator, a suggested best practice is to configure a brand-new Service Indicator. Sometimes, you can get away with updating an existing Service Indicator. For instance, you can safely add a Service Impact of the same type. However, suppose you want to remove impacts or change the nature of the Service Indicator (e.g., from positive to negative). In that case, the results may not be as desired, even with seemingly correct Effective Dating.

You don’t want to delete the Reason Code (i.e., using Correct History) if it has ever been assigned to a student, AND you need to be careful when removing the Reason Code with a new, effective-dated row. Add a new Effective-Dated row to remove a Reason Code. You will no longer be able to release any instances of the service indicator with that Reason Code currently assigned to students. The Reason Code won’t exist to be released (it’s orphaned)!

When creating a new Service Indicator is not possible or desired, and you need to change the Service Indicator nature (positive or negative), remove Service Impacts, or remove a Reason Code, we recommend:

  1. Query a list of students with that Service Indicator assigned.
  2. Mass Release the Service Indicator for those students.
  3. Make your desired configuration adjustments to the Service Indicator.
  • To remove the SI Reason Code or Service Impact, add a new row to maintain the historical record.
  • If you are removing a Service Impact, make sure the Impact is removed from every previous Effective-Dated row. This is the only way to ensure the Impact no longer applies to students. 
  1. Mass Assign the revised Service Indicator so your revisions are applied to the students' records on your list.

Additional Resources:

Service Indicator Naming Convention:

Campus Departments: A three-character code beginning with the letter of a campus department, followed by alpha or numeric characters. There should be no use of special characters.

  • A - Admissions
  • B - Student Financials (Bursar)
  • F - Financial Aid
  • G - Advising
  • R- Student Records
  • S - Global SI, S codes reserved for SBCTC
Expand or collapse content Service Indicator Codes

Navigation: Set Up SACR > Common Definitions > Service Indicators > Service Indicator Table

  1. The Service Indicator Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Service Indicator Cd:
    • Service Indicators are viewed globally in ctcLink by any staff with access to the page. Although the view is global, Service Indicators (SIs) and their impacts are institution-specific. Suppose a student has a Service Indicator blocking enrollment; it only affects their activity at that institution.
    • Start the description line of your Service Indicator with identifying information indicating your institution (LCC, OC, TCC, and so on).
  5. Select Add.
  6. The Service Indicator Table page and the Service Indicator Codes tab are displayed.
  7. In the Service Indicator Details section, enter an Effective Date. Colleges can update a Service Indicator by adding a row and entering a new Effective Date.
  8. Select Status--Active. If you no longer choose to use a specific Service Indicator, add a row and select the inactive status.
  9. Enter the Description. The description will display to the student if the Display in Self-Service attribute is selected in the Attribute section.
  10. Enter Short Description.
  11. The Default Reason will display if a reason has been selected Set As Default on the Service Indicator Reasons tab.
  12. The Set No Default checkbox will prevent the default Service indicator Reason Codes and Department fields from displaying on the Service Indicators page.
  13. Select the checkboxes to define the appropriate Attributes.
  14. Person - assign to a student; Organization -  assign to an organization
  15. Positive Service Indicator. When selected, it defines the Service Indicator as positive.
    • When the Positive Service Indicator checkbox is left unselected, the Service Indicator is determined as negative.
  16. The Service Indicator — positive or negative —determines which Service Impacts are available to select.
  17. Display in the Self-Service. Select the checkbox to display the Service Indicator so the student can view it.
  18. Default Start Term - select to indicate a Start Term (0000) - Begin Service Indicator Term.
  19. Default Start Date - select to indicate a Start Date.

Default Start Term and Default Start Date are required fields based on the Service Impact.

Expand or collapse content Service Indicator Impact

Navigation: Set Up SACR > Common Definitions > Service Indicators > Service Impact Table

  1. Enter the desired Service Impact by selecting the looking glass.
  2. Select Term Category (Informational/Optional).
  3. Description (Informational/Optional/Internal Use) - This field allows additional comments describing the impact, which do not display to students.
Service Impact Description
AENR Prevents a student from enrolling in classes but allows the student to drop classes if they are already enrolled.
CENR Restricts all enrollment activity (adds, drops, swaps, or waitlists) for a student with existing enrollment for the current term. During enrollment cancellation, students with this impact cannot be dropped.
DENR Prevents a student from dropping or swapping classes but allows the student to add classes. During enrollment cancellation, students with this impact cannot be dropped.
IENR Prevents a student from initially enrolling in a class but allows adding or dropping classes if the student already has enrollment activity for the current term.
WENR Prevents all enrollment activity except withdrawals resulting from Term Withdrawal, Class Cancellation, Student Records withdrawal processes, or Student Financials cancellation.
GRADE Restricts a student's access to self-service View My Grades (not typically used).
TRAN Prevents release of the student’s official transcript.
NOIMP No impact.
NOCAN Prevents enrollment cancellation.
Expand or collapse content Service Indicator Reasons

Service Indicator Reasons categorize why a Service Indicator has been applied to a student.

  1. Multiple reasons can be created.
  2. Only one reason will be selected when assigning to a student.
  3. All Reasons will have the same impact or restrictions.

Navigation: Set Up SACR > Common Definitions > Service Indicators > Service Indicator Table

  1. At the top of the page, select the Service Indicator Reasons tab.
  2. The Service Indicator Reasons page displays.
  3. In the Reason Details section, enter the Reason Code for the Service Indicator. Select the [+] icon to add additional Service Indicator Reasons.
  4. Enter a Description.
  5. Enter a Short Description.
  6. Enter the Department and Reference associated and responsible for the Service Indicator. Inaccurate Department codes prevent staff from finding and assigning the Service Indicator.
  7. Position Number (Optional) - ID of the person requesting the need for the Service Indicator.
  8. Long Description (Optional) - This field allows comments or instructions to describe the Service Indicator reason.
    • To add additional reason codes, select the plus icon in the Reason Details section.
  9. Select the Set As Default checkbox on the Service Indicator Reasons tab if the reason code is set to be the default reason.
    • When the Service Indicator has a reason code set as the default, that reason code will remain the default and appear in the Service Indicator Details section on the first tab.
    • The reason will remain the default unless the Set No Default check box is selected.
  10. Select Save.
  11. Process complete.

After selecting save, the user will need security access to assign and release, as necessary. CS 9.2 SACR Security - Service Indicator Security.

Expand or collapse content Add an Action Button

An Action Button leads a student to another Fluid Student Self-Service page where they can complete the requested task.

Navigation: Set Up SACR > Common Definitions > Service Indicators > Service Indicator Table

  1. Select the Service Indicator Reasons tab and scroll down to access the Fluid Field Display section.
  2. Checkboxes in this section control which optional fields appear on the Hold Details page. By default, none are selected.
    • Some fields always show: Service Indicator Description, Reason Description, Reason Long Description, and Institution (if multiple institutions exist).
    • If a box is checked but there’s no data, the field won’t appear.
    • If Start Term is 0000, that field won’t appear.
  3. Contact Fields:
    • Contact Name: Shows the contact’s name only if a Contact Person is entered when assigning the Service Indicator. If no contact info exists, nothing displays.
    • Contact Email: Shows the contact’s preferred email of the person identified as the Contact ID when assigning the Service Indicator. If no Contact ID or email exists, it won’t display.
PeopleSoft Service Indicator Table page showing reason details for the Past Due Balance service indicator at Tacoma CC.
  1. Action Button Label - Name the action button (e.g., Upload Documents).
  2. Navigate to the page where the student should perform the action.
  3. In Chrome, enter CTRL+SHIFT+J shortcut keys  (or Chrome extension).
  4. In the Fluid Field Display panel (Checklist Item Table), input or look up the Menu Name, Component Name, and Page Name from the step above (CTRL+SHIFT+J).
  5. Select Save in the lower left corner of the page.
PeopleSoft Hold Details window showing a past due balance service indicator with payment option for Tacoma CC.

Video Tutorial

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

View Tutorial Via Panopto

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