9.2 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

Access to the pages used is limited and assigned by the local ctcLink security administrator.

Please consider starting the description line of your Service Indicator with identifying information, indicating your institution (LCC, OC, Peninsula, and so on). 

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.

Making changes to a Service Indicator’s nature, associated Impacts, or Reason Codes - especially after it has been assigned to students - can have counterintuitive results. Users have reported cases of removed Impacts still affecting student records after the effective date of the change or added Impacts having no effect. Another thing to keep in mind:  If you 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)!

Rather than changing the  Service Impacts on an existing Service  Indicator, a suggested best practice is to configure a brand new Service  Indicator. There are some circumstances where you can get away with updating an existing Service  Indicator. For instance, you can safely add a Service Impact of the same type. However, if you want to remove impacts or change the nature of the Service Indicator (positive vs. negative), 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. If you 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 from 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 preserve the historical record.
  • If  you are removing a Service Impact, you will need to make sure the Impact is removed from every prior Effective-Dated row. This is the only way to ensure that the Impact does not continue to apply to students.

4. Mass Assign the revised Service Indicator so that your revisions will be applied to the records of students on your list.

Setting Up Service Indicator Codes and Reasons

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

Service Indicator Naming Convention: A three-character code beginning with a campus department letter followed by two numbers.

  • A - Admissions
  • B - Student Financials (Bursar)
  • F - Financial Aid
  • G - Advising
  • - Student Records
  • S - Global SI, S codes reserved for SBCTC
Service Indicator Codes
  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 indicator codes are college-specific.
  5. Select Add.
Service Indicator Table Add a New Value tab
  1. The Service Indicator Table page and Service Indicator Codes tab displays.
  2. In the Service Indicator Details section, enter an Effective Date. 

Colleges can make changes to a service indicator by adding a row and entering a new Effective Date.

  1. Select Status--Active
    1. If you choose to use a specific service indicator no longer, add a row and select inactive status.
  2. Enter Description. The description will display to the student if the Display in Self-Service attribute is selected in the Attribute section.
  3. Enter Short Description.
  4. Default Reason will display if a reason has been selected Set As Default on the Service Indicator Reasons tab.
  5. Set No Default checkbox will restrict the default Service indicator Reason Codes and Department fields from displaying on the Service Indicators page.
Service Indicator Codes tab
  1. Define the appropriate Attributes by selecting the checkbox(es).
    1. Person - assign to a student and Organization - to assign to an organization.
    2. Positive Service Indicator - when selected, defines the services indicator as positive.
      1. When the Positive Service Indicator checkbox is left unselected, the service indicator is determined as negative.
        • The service indicator--positive or negative, determines which Service Impacts are available to select.
    3. Display in the Self-Service - select checkbox to display service indicator allowing the student view.
    4. Default Start Term - select to indicate a Start Term (0000)-Begin Service Indicator Term.
    5. Default Start Date - select to indicate a Start Date.

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

Defining Attributes on the Service Indicator Codes tab
Service Indicator Impact

Service Indicator Impacts designate the type of service(s) impacted by the code. An impact can be attached to multiple service indicators.

  • Impacts can be positive, negative, or have No Impact.
    • If a service indicator has no impact and the Display in Self-Service checkbox is selected, the student will view a positive service indicator.
  • Multiple impacts can be attached to a service indicator code.
    • The impact will apply to every student with the assigned service indicator.
  • Service impacts apply to all Reasons within an indicator.
  • 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.
  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-does not display to student.
Service Impact
Description Impact Basis
AENR Prevents a student from enrolling into a classes, but permits the student to drop classes if they have already enrolled.  Date

CENR  Restricts all enrollment activity (adds, drops, swaps, or wait
lists) for a student with existing enrollment for the current term. Students with this impact would not get dropped for non-payment.
Date
DENR Prevents a student from dropping or swapping a class but permits the student to add classes.  Date
IENR Prevents a student from initially enrolling into a class but permits the student to add or drop classes if they already have enrollment activity for the current term.  Date
WENR Prevents all enrollment activity other than drops that result from the Student Records withdrawal process or the Student Financials cancellation process.  Date
GRADE Restricts a student's access to self-service View My Grades (not typically used). Date
TRAN Official transcript will not be released.  Date
NOIMP No Impact Date
Service Indicator Impact section.
Service Indicator Reasons

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

  • Multiple reasons can be created.
  • Only one reason will be selected when assigning to a student.
  • All Reasons will have the same impact or restrictions.
  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.
  7. Position Number (Optional) - ID of person requesting the need of the service indicator
  8. Long Description(Optional) - This field allows comments or instructions describing the service indicator reason.
    • To add additional reason codes, select the plus icon in the Reason Details section.


Service Indicator Reasons Tab
  1. Select the Set As Default checkbox on the Service Indicator Reasons tab if the reason code is set to be the default reason.
    1. When the service indicator has a reason code that has been set as default, the reason code will remain as the default reason, and it will appear in the Service Indicator Details section on the first tab - illustrated below image.
      1. The reason will remain the default unless the Set No Default check box is selected.
Default Reason Selected and Displayed on Service Indicator Codes Tab
  1. Select Save.
  2. Process complete.

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

Included below are a few helpful queries related to Service Indicators. 

  1. QCS_CC_SRVC_IND_AUDIT  Service indicator audit Lists students with all or specified service indicator(s), positive and negative
  2. QCS_CC_SRVC_IND_DA_V2 - Service indicator data List of students with a particular service indicator
  3. QCS_CC_SRVC_IND_INFO - Service indicator information Includes SI table information includes reason information and impacts for each code
  4. QCS_CC_SRVC_IN_RSN - Service indicator reason Table information details reasons do not include impacts

2 Comments

Molly Brown

Hello - does AENR allow students to move up wait lists?

Tanjagay Martin

Hi Molly, Thanks for asking such a great question. Service Indicators are checked when attempting to enroll a student when a class is closed. In the case of a student with a Service Indicator with an AENR impact, you will receive an error message when enrolling the student in a class, "Hold on record, Add not processed. (14640,87) This record has a hold, preventing the add from being processed. The hold must be removed to process the add transaction."
Suppose a student was added to the waitlist, receiving a message, "Class XXXX is Closed, Student placed on Wail List, position number X. (14640,154)," then a service indicator was added to the waitlisted student (with an AENR impact), running the waitlist process doesn't check for service indicators; therefore, the student can move up the waitlist and end up in the class. Have a fantastic day, Molly! ~Tanjagay Martin | CS Core Trainer

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