Shared Courses in ctcLink

Purpose: Institutions or programs interested in system shared courses in ctcLink can refer to this document for functional setup and business process considerations.

Audience: Colleges/programs interested in sharing courses.

Supplemental Information for Shared Courses

  • Shared Course: A method of coding equivalent classes in ctcLink to allow students from multiple institutions to be taught by one instructor. Students will enroll in the shared class at their institution, although another institution may employ the instructor.
  • Enrolling College: Institution that schedules/offers a shared class but does not employ the instructor.
  • Teaching College (Instructing College): Institution where the instructor is employed. The Teaching College's shared class may also have enrolled students.
  • FTEs are generated at the college the student is enrolled at, regardless if it is a Teaching College or Enrolling College.
  • Class Section: An offering of a course (ex. ENGL& 101) within a specified term. A course can have multiple Class Sections within a term. For the purposes of shared courses, shared classes must use the exact same Class Section value. The Class Section value will be used to identify shared classes across institutions in ctcLink queries and DataLink.
  • Course Attributes will be to used to designate Shared Courses on specific class sections:
    • A shared class section must be assigned a Teaching or Enrolling attribute.
    • Shared class sections must have the same applicable Program attribute.
    • Refer to the SBCTC Student and Course Coding Manual to see which attributes should be used. 
  • Students can continue to enroll at their home institution with access to additional enrollment options.
  • Students will not need to apply to multiple institutions.
  • Students will not need to request and send transcripts across multiple institutions, as the enrollment will remain with their home institution.
    • Students will not need to wait for transcript evaluation processes at the teaching college to enroll, nor the home college to receive credit.
  • Student Advisement Reports will update as they enroll in shared classes.
  • Students will be more familiar with their home college’s communication procedures and contact resources.
  • Student Financial Aid awards will not be delayed by administrative coordination that would have otherwise been needed across enrolling and teaching colleges.

Business Process and Policy Considerations

Prior to implementing Shared Courses in ctcLink, colleges and/or programs should consider their business processes, policies, and procedures. The following is a list of some example considerations, though staff should define a complete list of requirements that suit your needs prior to implementing shared courses in ctcLink.

  • Establishing an agreement/Memorandum of Understanding
  • Approval from Deans (or equivalent) to share courses.
  • Faculty contracts and payroll.
  • Course/class fees.
  • Billing and invoicing between colleges.
  • Program coordinator(s) may be needed to monitor/track enrollments.
  • Defining equivalent Enrollment and Waitlist capacities across colleges.
  • Establishing grading policies and grading crosswalks across institutions (i.e. 2.0 Decimal Grade is equivalent to a “C” letter grade).
  • Establishing a procedure for grade appeals and incomplete grading.
  • Establishing a student withdrawal/drop procedure.
  • Establishing attendance policies (collecting, tracking, etc).
  • Establishing session dates.
  • Establishing equivalent Enrollment Requirements.
  • Establishing equivalent Course Subjects and Numbers for courses not part of the common course numbering.
  • Establishing parallel course descriptions.
  • Establishing what to enter in class notes.
  • When establishing common class section numbers, contact the shared program coordinator (if applicable).
  • Establishing a process to ensure shared classes have the same amount of credits.
  • Establishing student notification procedures (each individual college would need to send their own communications if using Message Center and/or 3Cs Communications).
  • College website information regarding Shared Courses.
  • The Canvas Integration service reads class and roster information from ctcLink and provisions your college Canvas system. See the Canvas Course Sharing guide for details on how shared courses are managed and integrated to Canvas.
Reviewing Student and Class Setup Data
  • In order for data to be returned in queries, the following must be true:
    • The SSHR Course Attribute must be added to all applicable shared classes.
    • The applicable Shared Course Program attribute must be on all applicable shared classes for that program.
    • The applicable shared classes must have the exact same Class Section number.
Requesting New Shared Courses Program

Have a new shared online program that's not listed as a Course Attribute? Please submit a ctcLink Support ticket and select Canvas as the request type. Then provide a description of your program, with your contact information. An SBCTC staff person will contact you.


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