Manual Addition of Supplemental Question Student Groups

Purpose: Use this document as a reference for how to add Supplemental Questions in ctcLink.

Audience: Admissions staff

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

  • ZC CS Student Groups
  • ZD CS Student Groups
  • ZZ CS Student Groups

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.

Supplemental Questions populate student groups for online admissions applications. When entering an application manually, these student groups must be manually assigned to the student.  The chart below shows the codes that need to be assigned. Visit the SBCTC Student and Course Coding Manual for more information on Student Group coding.

Student Groups

Question Student Answer Student Group to Assign
Have you been in Washington state, federal, or tribal foster care for at least one day since your 13th birthday? Former Foster Youth may qualify for educational benefits and support services.  Yes SFCY

Have either of your parents earned a High School Diploma? 		No SFGA
  • If Yes, next question: Have either of your parents earned a bachelor's (4-year) degree?
 No
Yes		 SFGB
SFGC
Are you currently employed?    
  • If Yes, next question: Are you employed full-time?
 No
Yes		 SWSB
SWSA
  • If No, next question: Are you seeking employment?
 No
Yes		 SWSD
SWSC
Veterans and/or their dependents may qualify for educational benefits. Please indicate if you would like additional information. Yes SVET

Are you an active duty member of the U.S. Armed Forces or Washington National Guard? 		Yes SVAD

Are you the spouse or dependent of an active duty military person stationed in Washington or a spouse or dependent of an active duty member of the Washington National Guard? 		Yes SVSD

Have you separated from active duty in the last 12 months? 		Yes SVSP

Adding a Student Group

Navigation: Records and Enrollment > Career and Program Information > Student Groups

  1. On the Student Groups page, enter a student ID or look up a student by name.
  2. Select the Include History checkbox.
  3. Select the Search button.
  4. The "1 of . . ." in the top tier tells you how many Student Group entries there are for that student.
  5. If there is more than one entry, you can view the entries for the student by clicking the View All link at the top of the page. This will pull up a vertical listing of all the  Student Groups assigned to the student, or use the ◄► navigation arrows on the top tier.
  6. Enter or look up the Academic Institution by selecting the looking glass.
  7. Enter or look up the Student Group by selecting the looking glass. Not all existing groups will appear unless you have Student Groups SACR security.
  8. Enter or look up the Effective Date. The Effective Date indicates when the student became Active or Inactive in the student group. If term-related processes include that student in the specific student group, the Effective Date should be before the Term Start Date.
  9. Status: The Status indicates if the student is Active or Inactive in that student group. When entering a student group, this  will default to "Active."
  10. If you have any special instructions or comments regarding this assignment, include them in the Comments box.
  11. Process complete.
Active: Student Groups

Inactivating a Student Group

  • The following student groups may be inactivated if found to have been answered incorrectly. They will be reevaluated by the mass assign  job if a new OAAP application is received by the same institution with  differing answers: SFCY, SFGA, SFGC, SFGB, SWSA, SWSB, SWSC, SWSD, SVAD,  SVSD, SVSP.
  • The SVET, SVAD, SVSD, and SVSP student groups are assigned based on the first Yes response for the OAAP supplemental question. If a college manually sets the student’s SVET student group to Inactive, future applications to the same Institution for the student with a Yes response will not activate this student group.

Navigation:  Records and Enrollment > Career and Program Information > Student Groups

  1. If multiple student groups exist, select the correct one attached to the student's record.
  2. Add new details information on the Student Groups page by selecting the Add a New Row [+] button under the Details section. Inactivating a student group should always involve adding a row to preserve history.
  3. Enter the Effective Date: Input the date for the status change for the student group. Remember to set the effective date for the inactive row at least one day after the end of the term.
  4. Select "Inactive" from the Status drop-down menu.
  5. Select the Save button.
  6. Process complete.
Inactive: Student Groups

2 Comments

David Larsen

Hi,
This QRG doesn't "add Supplemental Questions in ctcLink" but doesn't show how to accomplish this. Any ideas?

Tanjagay Martin

Hello David, That's an excellent question. The QRG title has been changed to Manual Addition of Supplemental Question Student Groups. The QRG provides steps to add the Student Group associated with the supplemental question response. https://ctclinkreferencecenter.ctclink.us/m/79544/l/925067-9-2-manual-addition-of-supplemental-question-student-groups#adding-a-student-group. Thank you so much for your time! Have a fantastic day. ~Tanjagay Martin | CS Core Trainer

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.