ConexED Data Integration Overview

Purpose: This document outlines the ctcLink to ConexED integration, including criteria for integrated students and synchronization processes. It also defines available student data elements in ConexED and the conditions under which they are displayed and refreshed.

Audience: College Staff

Integrated Students

  • Integrated students include individuals with an active program/plan at your college whose EMPLID begins with a 1 or 2.
  • ConexED uses email as the unique identifier. Accounts cannot share the same email address.
  • If multiple integrated students share the same email in ctcLink, ConexED will assign a pseudo email to one or more accounts until the email is corrected in ctcLink and synchronized overnight.
  • Do not update names, alternative names, email addresses, phone numbers, or preferred pronouns for integrated users in ConexED. Make these changes in ctcLink.

Understanding Data Synchronization

The ConexED integration uses scheduled processes to synchronize data from ctcLink to ConexED. Most updates made in ctcLink are not reflected immediately and will appear in ConexED after the applicable synchronization process completes.

Process Schedule Purpose
Student Delta Generation Daily at 11:00 pm Identifies student data changes that need to be synchronized with ConexED.
Student Delta Sync Daily at 1:00 am Synchronizes eligible student data changes from ctcLink to ConexED.
Staff Sync Daily following the Delta Sync Creates newly provisioned staff accounts and updates staff profile information such as name, email address, and phone number. Existing ConexED roles and permissions are not modified.
Refresh SIS Info On demand (once every 6 hours per student) Allows staff to refresh selected student data elements without waiting for the overnight synchronization. Certain data elements are intentionally excluded to minimize impacts to ctcLink system performance.

⚠️Important: Updates made in ctcLink after the nightly synchronization process has begun may not appear in ConexED until the next scheduled synchronization cycle.

The refresh link updates student data displayed in ConexED when changes have been made in ctcLink. The button can be selected once every six hours.

The data elements listed below are excluded from the Refresh SIS (Student lookup page) function to minimize system impact. These elements are updated only through automated sync processes.

Refresh SIS Info link data exclusions (will not be updated until the automated sync process runs):

  • Student address.
  • Date of Birth.
  • FERPA Block.
  • Degrees.
  • Degree Honors.
  • Prior Enrollment/Course History.
  • Academic Standing.
  • Cumulative GPA.
  • GPA Credits.

ℹ️Note: If an integrated student does not have an active Program/Plan stack for your college in ctcLink, selecting the Refresh SIS Info link will refresh only the student’s bio/demo data. Changes to other integrated data elements will be updated through the Delta Sync.

Integrated Data Elements

The following data elements are included in the Phase 1, one-way integration from ctcLink to ConexED.

Expand or collapse content SIS Demographic Information

Description: Displays core demographic information synchronized from ctcLink to ConexED for the student. The panel also displays the elapsed time since the student's information was last synchronized.

The SIS Demographic Information panel includes the following information:

  • First Name.
  • Last Name.
  • Major (Active Academic Plan description).
  • Date of Birth.
  • Last Synced (Displays the elapsed time since the student's information was last synchronized from ctcLink to ConexED).
Expand or collapse content FERPA

Description: Displays the student's current FERPA (Family Educational Rights and Privacy Act) privacy status as synchronized from ctcLink to ConexED. This status indicates whether the student has requested restrictions on the release of their directory information.

The FERPA panel includes the following information:

  • Status (Displays the student's current FERPA status, such as Restricted or Not Restricted).
Expand or collapse content Phones

Description: Displays all phone numbers associated with the student. The panel indicates which phone number has been marked as the student's preferred phone number.

The Phone panel includes the following information:

  • Phone Type.
  • Phone Number.
  • Preferred (Yes/No).
Expand or collapse content Addresses

Description: Displays all addresses associated with the student.

The Address panel includes the following information:

  • Address Type.
  • Address.
Expand or collapse content Testing and Placement

Description: Displays all test and placement results associated with the student that are available through the ConexED integration.

Expand or collapse content Academic Summary

Description: Displays term statistics for the current term synchronized to ConexED. A student must have both an active Program/Plan and a Term Activation for the current term for this information to appear in the Academic Summary panel.

If the Academic Summary panel displays no information, it indicates that all Program/Plan records are inactive (for example, marked as Completed or Discontinued), or the student does not have Term Activation for the current term.

  • Institution.
  • Career (Undergraduate only).
  • Primary Student Career Nbr (Term activated career).
  • Current Term.
  • Academic Load Status (Populated if student is enrolled in units taken for progress).
  • Academic Progress Units.
  • BEdA/Audit Units (Units enrolled for an Audit Grading Basis).
  • Academic Standing.
  • Cumulative GPA  (For all terms).
  • GPA Units.
Expand or collapse content Programs and Plans

Description: Display of programs and plans in active status, along with Graduation Application information. When the program/plan is awarded or in Completed status, it is no longer displayed in this panel and instead appears in the Degrees panel.

  • Institution.
  • Program Code.
  • Program Description.
  • Program Status (Active only).
  • Campus.
  • Academic Career (Undergraduate only).
  • Admit Term.
  • Requirement Term.
  • Applied for Graduation.
  • Expected Graduation Term.
  • Plan Codes (will display multiple values if the student has more than one plan within the program).
  • Plan Descriptions.
Expand or collapse content Current Enrollments

Description: Displays the student's current term enrollments. Current enrollments are courses in a term that end on or after the current date.

Expand or collapse content Future Enrollment

Description: Displays the student's future term enrollments. Future enrollments are courses in a term that starts after the current date.

Expand or collapse content Advisors

Description: Displays the student's advisor and associated committee, if applicable.

  • Institution.
  • Advisor Name.
  • Advisor Role (Advisor role code).
  • Committee (if applicable).
Expand or collapse content Service Indicators

Description: Displays Service Indicator information configured for the ConexED integration. Changes to integrated Service Indicators should be requested through a ctcLink Support ticket submitted by the ctcLink College Leader.

  • Institution.
  • Service Indicator code.
  • Service Indicator description.
  • Reason description.
  • Start date.
  • End date.
  • Start and end term.s
  • Impact (for non-positive Service Indicators).
Expand or collapse content Financial Aid Status

Description: Displays if a student is offered Financial Aid for the current or future term. The panel does not display if a student is not offered Financial Aid.

  • Institution.
  • Aid Year.
  • Financial Aid has been offered (Yes only).
  • All or a portion of Financial Aid has been accepted (Yes or No).
Expand or collapse content Student Groups

Description: Displays Student Group information configured for the ConexED integration. Changes to integrated Student Groups should be requested through a ctcLink Support ticket submitted by the ctcLink College Leader.

  • Institution.
  • Student Group code.
  • Description.
  • Effective date.
  • Status.
Expand or collapse content Enrollment Dates

Description: Displays a student’s current and future term enrollment appointments. If the student has no scheduled enrollment appointment, it displays the term's open enrollment date. Dates appear only if the student is term activated for the applicable term.

  • Institution.
  • Term.
  • Appointment Start (Date and time).
Expand or collapse content Prior Term History

Description: Displays courses taken at the college before the current term. This list does not include courses transferred in for credit from another institution.

  • Institution.
  • Term.
  • Class #.
  • Course (Subject and Catalog number).
  • Course Title.
  • Grade.
  • Units Taken.
  • Repeat (Repeat Code).
  • Attempt (Count of student attempts regardless of repeat processing).
Expand or collapse content Degrees

Description: Displays internal degrees awarded or revoked by the institution.

  • Institution.
  • Degree (Degree code).
  • Description.
  • Transcript (Description printed on transcript).
  • Date.
  • Status (Awarded or Revoked).
  • Completion Term.
  • Academic Plan.
  • Plan Description.
  • Sub-Plan.
  • Sub-Plan Description.
  • Honors Code.
  • Honors (Description).

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