9.2 Drop Students via Block Enrollment

Purpose: Use this document as a reference for dropping students through block enrollment in ctcLink.

Audience: All 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.

Step 1 - Create Student Block

Navigation:  NavBar > Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block

  1. The Create Student Block search page displays.
  2. Select the Add a New Value tab.
  3. Enter Academic Institution.
  4. Enter Student Enrollment Block.
  5. Select Add.
The Create Student Block page displays
  1. Enter a Description.

Define the Student Block with one of the three following options:

  1. OPTION 1: Selection via a hand-entered list of students
    • Enter the list of students manually by entering the ID and Academic Career of each student.
    • Select the Add a New Row [+] icon to add additional students.
    • Select Save.
Manually add individual IDs and Career
  1. OPTION 2: Selection via PS Query
    • Check the Population Selection checkbox.
    • Select Selection Tool = "PS Query."
    • Select Query Name = QCS_SR_POP_BLOCK_ENRL. Please note the record SSR_ENR_BLK_BND needs to be a part of the query to be selectable from this list. Contact ctcLink system support person for assistance with ctcLink query.
    • Select Edit Prompts and enter the appropriate information.
    • Select Save.
Select the Population Selection checkbox
  1. Select Preview Selection Results to view a list of students (optional).
  2. Select Fill Student Block.
  3. Select Save.
  4. Select Add Merge Process.
Click on the Fill Student Block Button and then the Add Merge Process link
  1. OPTION 3: Selection via external file load.
    • Check the Population Selection checkbox.
    • Select Selection Tool = "External File." Upload a Microsoft Excel file in the .csv format. The external file process requires access to map a file from a specified server. Contact ctcLink system support for assistance with this process.
    • Create File Mapping.  After the Excel .csv file is uploaded, use the look up tool to select an existing File Mapping value or use the Create File Mapping link to create a new option.
    • Select Preview Selection Results to view a list of students (optional). Select Return to access Block Enrollment Students page.
    • Select Fill Student Block to populate students in the panel above the Population Selection.
    • Select Save.
    • Select the Add Merge Process link.
In the lower left corner, click the save button

Step 2 - Add Merge Process

After selecting the Add Merge Process link, the Block Enroll Merge page displays.

  1. The Block Enroll Merge tab displays.
  2. Enter Academic Institution.
  3. Enter or look up the Student Block created in the steps above. 
On the Blcok Enroll Merge page , enter the institution and student block created on the previous steps

Note: the Detail/Create links under each section allow the user to create an ad-hoc student block. Ad-hoc student and class blocks cannot be saved for future use.

  1. To enter the Class  Block, select Detail/ Create.
  2. The Create Customized Class Block page displays.
click the detail create link to create a class block
  1. Enter or look up the Term.
  2. Choose "Drop" from the Action drop-down list.
  3. Enter or look up the Class Nbr.
  4. Select OK.
Select Drop as the Action and enter the Class number
  1. Select Overrides if applicable. For example, select the Override Action Date checkbox and enter the desired Action Date that you want to drop to be backdated.
  2. Select OK in the lower-left corner of the page.
Include any applicable Overrides
  1. The Block Enroll Merge page displays.
  2. Select Merge to merge students and class blocks. Report Status will remain "Pending."
    • The Class Block field will be blank because it was entered on the Create Customized Class Block page.
    • Verify that you have the same number of students when you initially created the student block by selecting Retrieve. 
  3. Select Submit to process the enrollments.
  4. If the Request Status is "Success," the process is complete.
Success status display
  1. If the Request Status is "Errors," select Retrieve to view errors.
Error status displays
  1. Select Detail to view error message.
Click the details link to display errors if any
  1. The Block Enroll Detail 1 tab displays.
  2. As errors are resolved, select the Block Enroll Merge tab and repeat step 12 until the Request Status is "Success."
The Block Enroll Detail 1 Tab displays the Error
  1. Process complete.

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