Entering Student Exceptions: Substitutions, Directives, and Overrides

Purpose:  Use this document as a reference for making substitutions, directives and overrides in ctcLink.

Audience: All staff

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

  • ZC AA Advisement Exceptions
  • ZD AA Advisement Exceptions
  • ZD AA Super User
  • ZZ AA Advisement Exceptions

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.

Navigation

Navigation: Academic Advisement > Student Advisement > Authorize Student Exceptions

Add a New Exception

  1. On the Authorize Student Exceptions search page, select Add a New Value.
  2. Leave the default value in Advisement Override (the system assigns a number when saved).
  3. Select Add.

Enter Exception Criteria

  1. Enter a Description for the exception.
  2. Enter a Long Description (optional).
  3. Enter or look up the Academic Institution.
  4. Enter or look up the Academic Career.
  5. Enter or look up the Academic Program (optional if the override is applied at the Career level).
  6. Enter or look up the Academic Plan (optional if the override is applied at the Career level).
  7. Enter or look up the Academic Sub-Plan (optional if the override is applied at the Career level).
Authorize Student Exceptions page showing an active advisement override with effective date, description, academic institution, career, program, plan, and fields to select a student and operation code.

Define Who or What the Override Applies To

  1. In Selection Code, choose who/what the override applies to:
    • Primary Academic Plan – all students in the specified primary plan.
    • Academic Program – all students in the specified program.
    • Student Group – all students in the specified student group.
    • Student – a specific student.
  2. In Selection Data, enter or look up the value based on the Selection Code chosen.
Override Details section showing Academic Institution WA220 (Tacoma CC), Academic Career UGRD, Academic Program PRFTC, Academic Plan CSTNCAPT (Network & Cyber Security AAS), Selection Code set to Student, Selection Data populated with a student ID, and an empty Operation Code field.

Define the Type of Override

  1. In Operation Code, select one:
    • Course Directive – direct a specific course to satisfy a requirement
    • Requirement Change – change a specific requirement
    • Requirement Override – replace a requirement with a student-specific requirement
    • Requirement Waiver – waive an existing requirement
  2. For all Operation Codes except Course Directive, the Level field appears. Valid values:
    • LN – Line level
    • RG – Requirement Group level
    • RQ – Requirement level
  3. Level availability by Operation Code:
    • Requirement Change / Requirement Waiver: LN, RG, RQ
    • Requirement Override: RG, RQ
  4. If Operation Code = Course Directive, the Level field does not apply (Course Directives only work at line level).
  5. Enter the appropriate Level if required.
Override Details section showing Academic Institution WA220 (Tacoma CC), Academic Career UGRD, Academic Program PRFTC, Academic Plan CSTNCAPT (Network & Cyber Security AAS), Selection Code set to Student, Selection Data populated with a student ID and student name displayed, Operation Code set to Requirement Waiver, and Level set to LN (Requirement Line).

Create the Exception

  1. Select Create Exception.
  2. Complete the fields on the Authorize Student Exceptions page.
    • Fields shown depend on the previous selections.
  3. Select OK.
  4. The system assigns an Advisement Override number.
  5. Select Save.
Authorize Student Exceptions page showing the Requirement Line to Waive section with fields for Requirement Group, Requirement, and Line Number, displaying values for a Networking and Cyber Security requirement and a specific core requirement line, with OK, Cancel, and Apply buttons.

Additional Steps for Course Directives

  1. After selecting Operation Code = Course Directive, select Create Exception.
  2. Keep the default values for Course Sequence and Directive Type.
  3. Optionally change Course Source to filter results.
  4. Select Search.
  5. Enter or look up (🔍) the Subject Area.
  6. Select Search to display courses.
  7. Select the desired Course ID using the checkbox.
  8. Leave fields blank to default to the selected course values.
  9. Select OK.
  10. Verify that an Advisement Override number is assigned.
  11. Select Save.
  12. Process complete.

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