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

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

  • ZC FA Local Configuration
  • ZC SACR Srvs Ind Config
  • ZD FA Local Configuration
  • ZD SACR CC Config
  • ZD SACR Srvs Ind Config
  • ZZ SACR Srvs Ind Config

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

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

Service Indicators are viewed globally in ctcLink by any staff with access to the page. Although the view is global, 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.

Supporting Information:

Changing a Service Indicator’s nature, associated Impacts, or Reason Codes - primarily 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 remember:  If you add a new Effective-Dated row to remove a Reason Code, you can no longer 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. Sometimes, you can get away with updating an existing Service Indicator. For instance, you can safely add a Service Impact of the same type. However, suppose you want to remove impacts or change the nature of the Service Indicator (positive vs. negative). In that case, 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. 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 must make sure the Impact is removed from every previous 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.

Additional Resources:

Queries:

  • QCS_CC_SRVC_IND_DA_V2 - Service indicator data (List of the students with a particular SI).
  • QCS_CC_SRVC_IND_INFO - Service Indicator Information (SI table information, including some SI reason information and the impacts for each code).
  • QCS_CC_SRVC_IN_RSN - Service indicator reason (SI table information, includes more detail about the SI reasons, doesn't include impacts (only if positive or negative).
  • QCS_CC_SRVC_IND_AUDIT - Service indicator audit (Lists students with all or specified service indicator(s), positive and negative).
  • To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu. 
  • Discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports.

Service Indicator Naming Convention:

Campus Departments: A three-character code beginning with the letter of a campus department followed by alpha or numeric characters. There should be no use of special characters.

  • A - Admissions
  • B - Student Financials (Bursar)
  • F - Financial Aid
  • G - Advising
  • R - Student Records
  • S - Global SI, S codes reserved for SBCTC
Service Indicator Codes

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

  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. Start the description line of your Service Indicator with identifying information indicating your institution (LCC, OC, Peninsula, and so on). 
  5. Select Add.
  6. The Service Indicator Table page and Service Indicator Codes tab displays.
  7. 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.
  8. Select Status--Active. If you choose to no longer use a specific Service Indicator, add a row and select inactive status.
  9. Enter Description. The description will display to the student if the Display in Self-Service attribute is selected in the Attribute section.
  10. Enter Short Description.
  11. Default Reason will display if a reason has been selected Set As Default on the Service Indicator Reasons tab.
  12. Set No Default checkbox will restrict the default Service indicator Reason Codes and Department fields from displaying on the Service Indicators page.
  13. Define the appropriate Attributes by selecting the checkbox(es).
  14. Person-assign to a student and Organization-to assign to an organization.
  15. Positive Service Indicator - when selected, defines the services indicator as positive.
  16. When the Positive Service Indicator checkbox is left unselected, the service indicator is determined as negative.
  17. The service indicator--positive or negative, determines which Service Impacts are available to select.
  18. Display in the Self-Service - select checkbox to display service indicator allowing the student view.
  19. Default Start Term - select to indicate a Start Term (0000)-Begin Service Indicator Term.
  20. Default Start Date - select to indicate a Start Date.

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

Service Indicator Impact

Navigation: Set Up SACR > Common Definitions > Service Indicators > Service Impact Table 

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

  1. 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.
  2. Multiple impacts can be attached to a service indicator code. The impact will apply to every student with the assigned service indicator.
  3. Service impacts apply to all Reasons within an indicator.
  4. 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 students.
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. During enrollment cancellation, students with this impact cannot be dropped. 		 Date
DENR Prevents a student from dropping or swapping a class but permits the student to add classes. During enrollment cancellation, students with this impact cannot be dropped.  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
NOCAN Prevent Enrollment Cancellation Date
Service Indicator Reasons

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

  1. Multiple reasons can be created.
  2. Only one reason will be selected when assigning to a student.
  3. All Reasons will have the same impact or restrictions.

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

  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. Inaccurate Department codes prevent staff from finding and assigning 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.
  9. Select the Set As Default checkbox on the Service Indicator Reasons tab if the reason code is set to be the default reason.
    • 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.
    • The reason will remain the default unless the Set No Default check box is selected.
  10. Select Save.
  11. 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.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Setting Up Service Indicator Codes and Reasons. This link will open in a new tab/window.

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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