Troubleshooting Enrollment Requirements
Purpose: This document provides tips for troubleshooting Enrollment Requirements.
Audience: College staff
Important: Enrollment Requirements should always be initially built and tested in the PCD environment to prevent unintended impacts on students in PRD (Production). Be aware that PCD is refreshed regularly, which will overwrite any changes. Therefore, the Enrollment Requirements must be fully built and tested before the next PCD refresh to avoid losing your work. For the latest PCD refresh schedule and additional guidance, visit the SBCTC Environment/Pillar Updates page.
Navigate to:
-
Curriculum Management > Enrollment Requirements
- Define Tests for Requisites
- Define Requisite Conditions (Milestones)
- Define Requisite Student Group
- Define Requisite Program Status (Academic Plans)
Remember: Enrollment Requirement Groups (ERGs) set at the course level apply to all sections of that course. ERGs assigned through the Adjust Class Associations page apply only to the specific class sections selected.
Course Catalog
- Examine the Course Offering tab in the Course Catalog to confirm that the appropriate Enrollment Requirement Group (ERG) is attached at the course level.
Adjust Class Associations
- Linked Classes: Use ERGs with associated class numbers in Adjust Class Associations.💡Tips: Set Waitlist = 0, confirm meeting patterns don’t conflict, each section has unique Associated Class Number
- On the third tab of Adjust Class Associations, ensure the course-level ERG is not skipped for the section in question.
📌Note: Select the Also Use Catalog Requisite checkbox if you want the system to enforce both the course catalog requisite and the class-level requisite during the enrollment process. If unchecked, only the class-level requisite will apply.
ERG Structure
- Review the basic configuration across the following pages:
- Enrollment Requirement Groups
- Enrollment Requirements
- Enrollment Course Lists
- Define Requisite Entity Groups
- Define Requisite Conditions
- Verify:
- Effective dating is correct and cascades appropriately.
- Logic operators (AND vs OR) are configured correctly.
- Grades and other conditions are accurately defined.
Effective Date Hierarchy
- Confirm effective dates align in this hierarchy:
- Course Catalog: MAX(EFFDT) ≤ Term Begin Date
- ERG: MAX(EFFDT) ≤ Course Catalog EFFDT
- Requirement/Condition: MAX(EFFDT) ≤ ERG EFFDT
Collect Key Data
- Ensure adequate details are gathered from the user reporting the issue:
- Student ID
- Subject/Catalog Number
- Class Number
- Term
- How the student meets the ERG: milestone, transfer credit, course completion, student group, academic program, test score
Verification Process
- Locate the enrollment request that failed.
- Confirm the failure is ERG-related.
- Identify how many and which ERG(s) are involved.
- Use Enrollment Request Search for deeper diagnostics.
Common Data Issues
- Transfer course is not posted.
- Milestone incomplete, lacks level, or is dated after term start.
- Milestone configured on student record but not used in the ERG condition.
- Missing term activation or incorrect class association configuration.
- Mismatches between student record data and class requisites.
ERG Line Verification
- Open the ERG and locate the relevant requirement line.
- Drill into the requirement and condition to check all values.
Adjustments and Resubmission
- Correct the ERG, requirement, or student record.
- Re-attempt enrollment using the last Enrollment Request.
- Confirm success in PERC roster.
- Test with a student who should not qualify to ensure logic remains intact.
Oversights
- Rolling over part of an ERG but not all related pieces.
- Lack of backward compatibility (e.g., ENGL& 102 not recognized for ENGL& 101 eligibility).
- Co-requisites scheduled at the same time causing false ERG error.
- Pre-Reqs: Must be completed before enrollment (in-progress counts)
- Co-Reqs: Can be taken before or during the same term
Additional Troubleshooting Tips
- Milestone missing level or complete status allows unintended access.
- Equivalent courses not configured in the course list.
- Connector type matters—AND requires all conditions, OR requires one.
- Students dropping prerequisites after enrolling in main course: run PERC in the second term to remove ineligible students.
Helpful Queries
| Query Name | Description |
|---|---|
QCS_CM_ENROLLMENT_REQ_GROUPS |
Lists ERGs with staff and student-facing descriptions. |
QCS_CM_CLASS_ENROLL_REQ |
Lists all scheduled classes for a term, along with their associated requisites. |
QCS_CM_ENROLL_REQUIREMENT_USE |
Displays Enrollment Requirement Groups using a given requirement. |
QCS_CM_CRSE_CATALOG_DATA |
Lists courses with attached ERGs; filterable by subject or ERG ID. |
|
QCS_CM_LINK_CLASS_REVIEW |
Assists with setting up and troubleshooting section-level linked classes. |
|
QCS_CM_ERG_BYSUBJECT_GRPLVL |
Pulls courses in the catalog by subject that are active and allowed to be scheduled to get the Enrollment Requirement Group Information. |
If you are still in need of assistance after your college does initial troubleshooting and testing in PCD, you can submit a support ticket to SBCTC with the following information:
- Enrollment Requirement #
- Relevant course/class information, such as:
- Term and class number
- Catalog subject and number
- Student EMPLIDs experiencing the issue, and verify how they meet any data parameters relevant to the Enrollment Requirement (e.g., test scores, milestones, program, etc.)
- Confirm the setup is in PCD and that your college will not make any changes to the setup, as this will make it difficult for CS Core to review the issue you are reporting
- Provide the Initial troubleshooting steps your college performed
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