Student Specific Permissions

Purpose: Use this document as a reference for defining student specific class permissions in ctcLink.

Audience: All staff.

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

Maintain Schedule of Classes:

  • ZC CM Class Builder
  • ZD CM Class Attributes
  • ZD CM Class Builder
  • ZD FWL View Cnt Calc
  • ZZ CM Class Attributes
  • ZZ CM Class Text Book
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc

Class Permissions:

  • ZD SR Class Permissions
  • ZD SR Super User
  • ZZ SR Class Permissions

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

You must also set the following SACR Security permission:

Individual students can be granted permission using their EMPLID numbers without needing a generated permission number.

Related QRG(s):

Maintain Schedule of Classes

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

  1. The default option is Find an Existing Value.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter or look up the Term.
  4. Enter additional Search Criteria to identify your class.
  5. Select Search.
  6. The Basic Data page displays.
  7. On the Basic Data tab, check the Student Specific Permissions checkbox for each Enrollment section separately if needed. You must assign Student Specific Permissions to the class's Enrollment section(s).
  8. Select Enrollment Control.
  9. The Enrollment Control page displays.
  10. From the Add Consent drop-down menu, select "Instructor Consent Required."
  11. Select Save.

Generate Add Permission for the Class

Navigation: Records and Enrollment > Term Processing > Class Permissions > Class Permissions

  1. The Class Permissions search page displays.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter or look up the Term.
  4. Enter additional Search Criteria to identify your class.
  5. Select Search.
  6. The Permission to Add page displays.  Use it to create student-specific permission numbers for adding classes. Make note of the checkmark for Student-Specific Permissions. It is not possible to check and uncheck this button on this page. To change it, you must return to the Basic Data tab in Maintain Schedule of Classes.
  7. Enter a student ID number in the ID field.
  8. Enter the expiration date for the class permission definition.  It expires at 11:59 p.m. on the expiration date.
  9. To add additional students, select the Add a New Row [+] button on the right side of the screen to insert a new row.
  10. When finished, select Save.

Modifying Individual Students Permissions

  1. Select the Permission tab or the Show all columns icon in the Class Permission Data section. When selecting the icon, the sub-tabs disappear, and a horizontal scroll bar is presented, providing additional information.
  2. Changes can be made to individual permission numbers by selecting applicable checkboxes. Check additional reasons for a permission number for a particular student. For example, if Consent Required permission numbers are generated, and a student has not met requisites, the Requisites Not Met box can also be checked.
  3. Comments: (Optional) Added Comments to the permission number assignment can provide additional clarity on the intended use of the permission.
  4. Process complete.

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 Student Specific Permissions. This link will open in a new tab/window.

6 Comments

Erica Jesberger

Hi :) I'm wondering whether Academic Org SACR Security is required for this? If so, can I restrict users to only be able to add permissions to classes within a specific org?

Tanjagay Martin

Hello Erica,

Have you tested this scenario in PCD? It may be helpful to submit a CS Support ticket. Thank you so much. ~Tanjagay Martin | CS Core Trainer

Erica Jesberger

Hi Tanjagay,

I was finally able to test this out, and yes, Academic Org SACR Security is required, and yes, we can restrict users to only be able to grant permissions to classes within a specific org or orgs via SACR. For example, in PCD, I gave myself only the 190CA Academic Org SACR and when I try to search for classes in the class permission page, I can’t even see anything other than our CA classes. It returns no results if I search for CHEM& or ENGL& for example. If I add 190ENGL Academic Org SACR, I can now see CA and ENGL/ENGL& classes, but no others. This is great news! If someone needs all subjects, we can give them 190COLBA, but if we need to limit the subjects that they can grant permissions for, we can do that via Academic Org SACR. Woohoo!

Tanjagay Martin

Hi Erica!
We appreciate you sharing your SACR granularity results for Class Permissions. 🎉🎈

Monika

Sign up for classes

Tanjagay Martin

Hi Monika,
I wanted to ensure you have all the support you need to enroll in your classes. Simply navigate to the Student Manage Classes section of the reference center here: https://ctclinkreferencecenter.ctclink.us/m/79750/c/295265. If you prefer to speak directly with your college, click this link: https://www.sbctc.edu/our-colleges/college-contact-list. I hope this information will be helpful to you. Thank you for your time, and have a wonderful day! ~Tanjagay Martin | CS Core Trainer

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