9.2 Run Repeat Check Process

Purpose: Use this document as a reference for running the repeat checking process in ctcLink.

Audience: Student Records.

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

  • ZD SR End of Term Processing
  • ZZ SR End of Term Processing

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

Repeat checking rules identify possible course repeats with a warning message as the student enrolls in courses. This process is typically run after the term to properly code the student repeats based on the rules configured. It is generally advised to run this process only once per term as the process will override any manual adjustments made to repeat coding on individual students in the same term.

Running the repeat checking process

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > End of Term Processing > Repeat Checking

QCS_SR_REPEAT_COURSE  is a query that allows your department to verify if rules were applied correctly.

  1. The Repeat Checking runs control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Repeat Checking Add a New Value tab
  1. The Repeat Checking page displays.
  2. Enter Institution.
  3. Enter Career.
  4. Enter Program (optional).
  5. Enter Term (running one term at a time) is recommended.
  6. Enter ID (optional-enter only if running for one student).
  7. Enter Mode:
    1. "A:" All/Entire Record: starts at the beginning of the student's record and progresses to the current term, considering all courses within the student's record. This mode is ideal for processing over many terms that have never been processed for repeat checking when evaluating an individual student.
    2. "T": Entire Term: checks for repeats against only the student enrollment records within the term specified in the Term field. The process starts with the specified term and progresses back in time, looking only for matches of classes taken within the specified term.
  8. Enter Check:
    1. "A": All Courses: all student enrollment records within the selected mode and scope.
    2. "N: "Never: Do not check student enrollment records.
    3. "OO: Only Repeat Candidates: only those courses in the selected process term for which the repeat candidate flag on the STDNT_ENRL table is set to Y.
  9. Enter Scope:
    1. "A:" All Work for Term: all course work on the student's enrollment records, including course transfer credit.
    2. "E:" Student Enrollments Only: only courses for which the student enrolled through the internal academic institution. Credit received by transfer is not considered.
    3. "X:" Transfer/Test Credits: assigns repeat codes to transfer credit, whether or not the Process on Transfer Credit check box on the Academic Institution page is selected.
  10. Select Run. Refer to the Process Scheduling QRG for instructions.
Repeat Checking page
  1. Here is a list of repeat codes and their use:
Repeat Code Title Repeat Code Usage
REXP: Special Exception
  • Excluded from the repeat checking process
  • All converted Legacy enrollments are coded with REXP. This must be manually removed from enrollment in order to be included in the process.
  • Earns credit and is calculated into GPA
  • Should not be used for enrollment in ctcLink
RPIN: Repeat - Included
  • Assigned to enrollment with the best grade
  • Earns credit and is calculated into GPA
RPEX: Repeat - Excluded
  • Assigned to two lowest grades
  • Assigned prior attempt when grades are the same
  • Does not earn credit and is not calculated into GPA
RLMT: Repeat Limit
  • Assigned to all enrollments exceeding the three allowed attempts
  • Does not earn credit and is not calculated into GPA
RFTE: Repeat by Exception 
  • Assigned at the point of enrollment 
  • Earns credit and is calculated into GPA
  1. Process complete.


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