CampusCE Search/Match

Purpose: This reference guide provides information about the ctcLink Search/Match functionality for CampusCE.

Audience: CampusCE Administrators

For the CampusCE Transaction Management page, you must have at least one of these local college managed security roles:

  • ZD CE Transaction Mgmt
  • ZZ CE Transaction Mgmt

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

You also need to set the following SACR Security permission:

For the Add/Update person page, you must have at least one of these local college managed security roles:

To view data:

  • ZD CC Personal Information
  • ZD CC SOGI
  • ZD CC Super user

To view, add, and update data:

  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Information
  • ZZ CC SOGI

To view, add, and update data and use Correct History:

  • ZC CC Personal Information
  • ZC CC SOGI

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

Overview of Search/Match for CampusCE

Search/Match is used to search ctcLink for similar person records based on a defined set of rules containing various combinations of search criteria (i.e. Name, Address, Date of Birth). The Search/Match functionality begins searching at the lowest search order number. For CampusCE, if no existing match is found, a new person record is created. If multiple possible matches are found, the transaction is suspended for staff review in ctcLink.

A Search/Match Parameter has been created for CampusCE transactions to reduce false matches and missed matches as much as possible by accounting for partial names and address changes. Additionally, phone and zip code are introduced as criteria in search rules.

The following CampusCE Search/Match Parameter rules are configured in ctcLink:

Search Order # Search Rule Details
10 Last Name, First Name, Middle Init, DoB, Address Line 1 (8), Zip (5), Email
20 Last Name, First Name, DoB, Address Line 1 (8), Zip (5), Email
30 Last Name, First Name (3), DoB, Address Line 1 (8), Zip (5), Phone, Email
35 Last Name, First Name, Middle Init, DoB, Email
40 Last Name (5), First Name, DoB, Address Line 1 (8), Zip (5), Email
45 First Name, DoB, Address Line 1 (8), Zip (5), Phone, Email
50 Last Name, First Name, Middle Init, DoB, Address Line 1 (8), Zip (5), Phone
55 Last Name, First Name, DoB, Email
60 Last Name (5), First Name, DoB, Phone, Email
65 Last Name, First Name, DoB, Address Line 1 (8), Zip (5), Phone
70 Last Name, First Name (3), DoB, Phone, Email
75 Last Name, First Name, Middle Init, DoB, Phone
80 Last Name, First Name, DoB, Phone
85 Last Name, First Name, Middle Init, DoBCampusCE Navigation

Search/Match moves through the defined set of search rules to find the lowest search order that matches with existing ctcLink records. For CampusCE, if that results in a single match, the record is linked with that EMPLID. If it results in multiple matches, the record goes into an “Error” status and is suspended for staff review. If it results in no match, a new EMPLID is created.

Processing CampusCE Transactions Suspended by Search/Match

Navigation: Curriculum Management > ctcLink Custom > CampusCE > CampusCE Transaction Mgmt

When a transaction is suspended due to multiple matches, the CampusCE Transaction Management Page in ctcLink will populate the possible matching student EMPLIDs. Staff can choose which existing EMPLID to use, or they can choose to create a new EMPLID if none of the listed students are an accurate match.

  1. Enter the applicable Search Criteria to locate the transactions you want to review and select the Search button.
  2. CampusCE orders that were suspended due to multiple matches will reflect the following conditions:
    • The Response Code will be ERR (Error)
    • After clicking on the order and reviewing the ctcLink Response tab, the status details will reflect “Multiple match found  record suspended from further processing.”
    • The EMPLID field will be blank
ctcLink Response tab Employee ID and Staus highlighted
  1. Review all the search results. If you do not see all rows displaying select the View All link.
  2. Select the Add/Update Person link which will open a new page in your browser.
  3. For each EMPLID listed under the Search/Match Results, copy the EMPLID and enter it on the Add/Update Person search page. Be sure not to copy any extra spaces before or after the EMPLID.
ctcLink Response Search/Match Results area highlighted
  1. After entering the EMPLID on the Add/Update Person search page, select the Search button.
Add/Update Person find an existing value page
  1. Compare the bio/demo data (i.e. name, address, phone, email) between both:
    • The Add/Update Person page for the EMPLID you just searched for, and
    • The CampusCE Order you are reviewing on the CampusCE Tramsaction Management page (bio/demo data is listed on the CampusCE Request tab).
  2. Repeat these steps for each EMPLID that returned in the Search/Match Results section of the CampusCE Transaction Management page.

Duplicate EMPLIDs:

Review the search results. If it appears to be the same person with 2 different EMPLIDs please submit a ticket to support. Include the bio demo info and any associated EMPLIDs.

Once support resolves the ticket and determines which EMPLID will be use you will need to make sure the ID in CampusCE is the correct EMPLID.

  1. If you find a match for your student, return to the CampusCE Transaction Mgmt> ctcLink Response Tab and select the Update ID button for the applicable line associated with the correct EMPLID for this transaction.

If none of the EMPLIDs listed in Search/Match Results are a match for your student, then select the Create New ID button. ctcLink will create a new student profile that will be associated with this transaction.

ctcLink Responsee tab with the Update ID and Create New ID buttons high lighed
  1. The button you selected will now be grayed out and the EMPLID will now be populated in the Employee ID field on the ctcLink Response tab.
ctcLink Response Employee ID and EMPLIDs highlighted
  1. After you have associated the correct EMPLID with this CampusCE order, you will need to complete the student’s enrollment and payment transactions.
    • Login to your CampusCE admin site and search for the order.
    • Navigate to the Student Info tab and click Edit button.
    • Enter the EMPLID in the Student ID field.
    • Navigate to the Order Detail tab.
    • Change the order status to “Registered” and click the Update button to resend the transaction to ctcLink (do not click resubmit button)
    • Return to ctcLink’s CampusCE Transaction Mgmt page and search for the order.
      • If there are no additional errors and the enrollment and payment was processed successfully, you will see both a COM an ERR (Error) row for this order. Follow the steps to Update CampusCE Order Status from ctcLink.

Future bug fix: SBCTC will be working on a bug fix for ctcLink to continue processing the enrollment and payment after staff identify the correct EMPLID (or create a new EMPLID). SBCTC will update the colleges when this is ready in the future.

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