CampusCE Overview

Purpose: The information proved in this section will walk users through the course and class information and basic enrollment steps necessary in PeopleSoft in order to use CampusCE. Some of these steps are replaced by integration and are only necessary when troubleshooting. Use this document as a reference for all menu navigation paths related to processing transactions related to continuing education, including course and class building, enrollments and student financials and the security roles that grant access to them.  

Note that ZZ roles allow for editing and in some areas a ZD (display) version is listed.  In addition, some queries may require access to the highly sensitive query roles.  Those are local decisions to be made by the college Security Administrator.  

Audience: CampusCE administrators.  Managers approving security access for staff in continuing education departments and College IT Security needing clarity on the access requested.

The information in this section does not cover every business process required. Continuing Education staff should follow the business processes in 9.2 CS - Curriculum Management and 9.2 CS - Student Records.  

The CS Staff Homepage is on the left sidebar of the Gateway.  Use that to go to the Curriculum Management tile. There you can access all curriculum management in one location.

Building Courses and Classes in ctcLink
Create Course

QRG:  9.2 Creating New Courses in the Course Catalog

Role name:  ZC CM Course Catalog

Navigation:  NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog

Purpose:  All CNED courses must be built in ctcLink PeopleSoft.  They are then copied to CampusCE when a class is scheduled.  

Notes: The following fields will move to CampusCE for courses in the CNED career:

  • Long Course Title*
  • Long Description*
  • Subject Area
  • Catalog Number

* persistent (and can be edited) in CampusCE.

CampusCE does not use the consent option.

Course topics should be set in course to be able to apply to a class and display in CampusCE.

For Courses and Classes to pull to CampusCE the Long Course Title must be unique for each course, even if they are in different subjects.  Examples would be where the title "CPR" was used for CPR 050, CPR 051, and CPR052, or a very generic title like "Workshop" is used for multiple courses such as CEART 050 "Workshop" and CECOMP 026 "Workshop".  

Do NOT add a new class in CampusCE.  All classes which are part of the integration and mapped to college Admin Units must be created in PeopleSoft.

In order for classes to be migrated from PeopleSoft to CampusCE, there must be a term set up in CampusCE.  If the course title is changed it will not change in CampusCE until the effective date is reached.  For this reason it is recommended that course titles are not changed.  Classes will only pull into CampusCE until the "Display To" date for Self-Service Student/Visitor in the Display Term in Class Search Tab is reached.  

Create Class

QRG:  9.2 Schedule New Classes

Role name:  ZC CM Class Builder

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Schedule New Course

Purpose:  To schedule a new class in a term. Once scheduled this information will transfer to CampusCE.

Notes:  Multi-component classes can be created for CNED, however, only the primary component will migrate to CampusCE.  Only the primary component can have fees.  Classes will move to CampusCE regardless of schedule print checkbox on or off.  If the class has a topic use the topic id# (must be set up on the course) or add a free form topic.  CampusCE does not use the consent option.  Use a Note Nbr or Free Format Text to provide additional information to students in CampusCE.  

Only active classes from the CNED career will migrate to CampusCE.  

Capacity can be changed in CampusCE but this will not change the capacity in ctcLink PeopleSoft, and could cause enrollment issues. Be sure to change in both systems.

Maintain Class

QRG: 9.2 Maintain Schedule of Classes (Fluid)

Role names:  

  • ZC CM Class Maintenance
  • ZD CM Class Roster

Navigation:  NavBar > Navigator > Curriculum Management >Schedule of Classes > Maintain Schedule of Classes

Purpose:  To add additional class sections or to modify existing class sections, and to view a class roster.

Notes:  Multi-component classes can be created for CNED, however, only the primary component will migrate to CampusCE.  Only the primary component can have fees.  Classes will move to CampusCE regardless of schedule print checkbox on or off.  If the class has a topic use the topic id# (must be set up on the course) or add a free form topic.  CampusCE does not use the consent option.  Use a Note Nbr or Free Format Text to provide additional information to students in CampusCE.  

Only active classes from the CNED career will migrate to CampusCE.  

Capacity can be changed in CampusCE but this will not change the capacity in ctcLink PeopleSoft, and could cause enrollment issues. Be sure to change in both systems.

Course Fees

QRG:  9.2 Adding Course Fees Via Course Catalog

Role names:  

  • ZZ SF Tuition and Fees
  • ZC CM Class Builder

The SF Business Unit and SetID must be populated by your college security team:  NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID

Navigation:  NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog  -OR-
NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Course and Class Fees > Course Fees

Purpose: To add one of more fees at the course level, on the primary component.  The sum of class or course fees will become the price of the class section in CampusCE.  

Notes: If there are no class fees then the course fees will be used as the class section price in CampusCE.  DO NOT use both course and class fees on an individual course in the CNED career.  If there are both course and class fees on an individual course only the class fees will be used as the class section price, however, tuition calc will use both and there will be an error to correct.  While you may technically have fees at the course level on some CNED courses and fees at the class level on other courses (but never both course and class fees on an individual course) it is not advised.

Class Fees

QRG:  9.2 Adding a Class Fee Via Maintain Schedule of Classes

Role names:  

  • ZZ SF Tuition and Fees
  • ZC CM Class Builder

The SF SetID must be populated by your college security team -  NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes.  Basic Data tab, use the Add Fee button.  -OR- NavBar > Navigator > Set Up SACR > Product Related > Student Financials > Course and Class Fees > Class Fees

Purpose:  To add fees at the class level.  The sum of class fees will become the price of the class section in CampusCE.  

Notes: DO NOT use both course and class fees on an individual course in the CNED career.  Recommendation is to use class fees, as this allows the greatest flexibility, and to consistently apply fees to only classes.  If there are both course and class fees on an individual course only the class fees will be used as the class section price, however, tuition calc will use both and there will be an error to correct.  While you may technically have fees at the course level on some CNED courses and fees at the class level on other courses (but never both course and class fees on an individual course) it is not advised.

Flat Amount will become the class price in CampusCE.  Account type, Item type, Adjustment code and Due date code must also be setup.

Only use Flat Amount fees for CampusCE.  Fees which are calculated based on hours cannot be processed.  

Sub fees
Add Instructors to Instructor/Advisor Table

QRG:  9.2 Adding an Instructor to the Instructor/Advisor Table

Role name:  ZZ CM Instructor Advisor

Navigation:  NavBar > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

Purpose:  Instructors must be on the Instructor/Advisor table in order to be added as an instructor to a class in ctcLink.  They must be in the CNED career.

Notes: If an instructor is already in the table add a row either for your institution, or for the CNED career if they are already in the table in the UGRD career.  DO NOT remove rows from this table.  

Faculty Workload

QRG:  9.2 HCM - FWL (Faculty Workload)

Role names:  

  • ZZ FWL Adjust Class
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Pay Processing
  • ZD FWL View Config
  • ZD FWL HCM View Pay (HCM role)

Navigation:  NavBar > Navigator > Curriculum Management >  CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

Purpose:  If continuing ed instructors are paid via Faculty Workload this information is relevant.  If instructors are paid through an invoice or other means then Faculty Workload roles are not needed.

Troubleshooting Enrollments
Search Match
Searching for Records

QRG:  9.2 Searching for Records (Using Search/Match)

Role name: ZD CC Personal Info Student

Navigation:  NavBar > Navigator > Campus Community > Personal Information > Search/Match

Purpose:  You can maintain the integrity of your database by taking measures to minimize duplicate or multiple records. Use the Search/Match feature to define criteria for checking for duplicate or multiple entries of individuals.

Running Search/Match (Fluid)

QRG:  9.2 Running Search/Match (Fluid)

Role name:  ZD CC Personal Info Student

Navigation:  CS > Main Menu > ctcLink CS Staff Homepage > Admissions Processing > Entering Applications > Search Match

Purpose:  Reference for how to run search/match in Fluid, using the Admissions Processing section of the CS Staff Homepage.

Program/Plan Stack

QRG:  9.2 Maintaining Student Program/Plan Stacks

Role name:  ZZ SR Student Program

Navigation:  NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Program/Plan

Purpose:  Used for maintaining academic programs in ctcLink. The Program/Plan page has connections to Student Financials and Student Financial Aid. Any changes on this page can impact other functional areas.

Notes: Students must be in the CNED Academic Career and have an active program in the CNTED (Continuing Education) Academic Program.  

Quick Admit

QRG: 9.2 Using Quick Admit

Role name:  ZZ SR Quick Admit

NavBar > Navigator > Set Up SACR > Security > Secure Student Administration > User ID

The following SACR needs to be set in order to Quick Admit:

Admissions Action (ALL)

Institution/Career Security: CNED

Academic Program Security: CNTED

Academic Plan Security: CED

Navigation:  NavBar > Navigator > Records and Enrollment > Enroll Students > Quick Admit a Student

Purpose:  Quick Admit bypasses the admissions module and allows you to admit a student quickly. However, you can only quick admit a student once per career and this is NOT included in admissions reporting.

Notes: Make sure you Quick Admit in the Continuing Education Academic Career.  Use the bio demo information from the student's CampusCE account.  

Term Activate

QRG:  9.2 Term Activate an Individual Student

Role name:  ZZ SR Term Activation or ZZ SR Batch Term Activation

Navigation:  NavBar > Navigator > Records and Enrollment > Student Term Information > Term Activate a Student

Purpose:  In addition to being admitted to an institution students must be active in the CNED career during the term in which they are enrolling in a class.  

Notes: Add a row to add and additional term. Make sure the term is being added to the CNED career.  

Quick Enroll

QRG:  9.2 Quick Enrolling a Student

Role name: ZZ SR Enroll Students

Navigation: NavBar > Navigator > Records and Enrollment > Enroll Students > Quick Enroll a Student

Purpose:  Reference for processing quick enrollments

Notes: Before you quick enroll, verify that you are in the CNED career.  

Post Payment

QRG:  9.2 Create and Post a Group Data Entry

Role name:  ZZ SF Group Processing

The SF Business Unit and SetID must be populated by your college security team -  NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID

Navigation: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries

Purpose:  Process financial transactions related to CampusCE class enrollments and payments.

Notes: Use the correct Account Type and Item Type for continuing ed enrollments.  Once the group data entry has been completed you must run the Post Group Transactions process to post the transactions to student accounts.

Review Student Information in Student Services Center

QRG:  9.2 Viewing Student Information

Role name: ZD CC Personal Info Student

Navigation:  NavBar > Navigator > Campus Community > Student Services Center

Purpose:  To view bio-demo and contact information about students. This is either existing in PeopleSoft for a student who is in ctcLink, or information from CampusCE sent to PeopleSoft to establish a student record.  Use this to verify the information in CampusCE and PeopleSoft matches.  

Notes: The Finances tab will provide access to view the student's account summary.  

Review Student Account

QRG:  9.2 View Customer Accounts

Role name:  ZD SF Customer Accounts

The SF Business Unit and SetID must be populated by your college security team -  NavBar > Navigator > Set Up SACR > Security > Secure Student Financials > User ID > SetID

Navigation:  Navigator > Student Financials > View Customer Accounts

Purpose:  Reference to understand how to view a customer (student) account. Student Financials contains detailed financial information for every student – registration charges, payments, course fees and penalty fines, financial aid, et al. The Customer Accounts page gives an overview of the student’s activity for the term. You can drill down to review information on the student’s account using various links. The total on the student’s account can include a dollar amount from a previous term.

Notes: This will provide a detailed view of all student financial activities at the college, not CNED alone.  

View Service Indicators

QRG:  9.2 Viewing Service Indicator Information

Role name:  ZD CC Service Indicate Student

Navigation: NavBar > Navigator > Campus Community > Service Indicators (Student) > Manage Service Indicators

Purpose:  If a student has a Service Indicator on their account they may not be able to register for a class. If there is a registration error check to see if there is a

Notes: Service indicators in the Undergraduate career will prevent enrollments in the CNED career.  

View Queries

QRG:  9.2 Running Admissions Query

Role name: ZD_DS_QUERY_VIEWER

To be able to run queries associated with continuing ed staff need:

  • ZD_DS_QRY_ADMISSIONS
  • ZD_DS_QRY_CAMPUS_COMMUNITY
  • ZD_DS_QRY_CURRICULUM_MGMT
  • ZD_DS_QRY_FACULTY_WORKLOAD
  • ZD_DS_QRY_STUDENT_FINANCE
  • ZD_DS_QRY_STUDENT_RECORDS

Navigation:  Reporting Tools > Query > Query Viewer

Purpose: Queries can be useful for verifying course and class information is set up correctly, and to verify class enrollment matches what is seen in CampusCE.  

Notes: The majority of reports needed for class management are available in CampusCE

Admin Pages for CampusCE
Admin Units

QRG:  9.2 CNED Admin Unit Page for CampusCE

Role name:

  • ZZ SACR Academ Struct Config (to add or inactivate)
  • ZD SACR Academ Struct Config (to view)

Navigation:  NavBar > Navigator > Set Up SACR > Product Related > Student Records > Curriculum Management > CTC Custom > CampusCE Integration > Admin Unit Set Up

Purpose:  Demonstrates the set up of admin units, used in CampusCE

Notes: If a class is scheduled in a subject which is not mapped to an Admin Unit it will not move to CampusCE.  

CampusCE Transaction Management Page

QRG:  9.2 CNED CampusCE Transaction Management Page

Role name:  ZD CE Transaction Mgmt (view only and linked pages not available)

                   ZZ CE Transaction Mgmt (links are available, but individuals still need page roles)

Navigation:  Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > CampusCE > CampusCE Transaction Mgmt

Purpose:  Demonstrates the Transaction Management page where staff can view the status of CampusCE enrollments that have been sent to PeopleSoft.

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