Completing the Enrollment Cancellation Process
Purpose: Use this document as a reference for completing the enrollment cancellation process in ctcLink.
Audience: Student Records staff.
You must have at least one of these local college-managed security roles:
- ZD SR Withdraw
- ZZ SR Withdraw
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Request IDs
Supporting Information:
Staff with appropriate security must run the Enrollment Cancellation process before performing these steps when dropping students for non-payment.
📌There will be two Request IDs generated during the Class by Class Within Term process. To complete the enrollment cancellation process, enter the Request IDs on the appropriate pages below. You can find the Request IDs using the query QCS_SF_ENROLL_CANCEL_REPORT.
- Term WithDrawal/Cancellation page: A Term Cancellation Request ID for the Term Withdrawal must be entered on the Term/Withdrawal Cancellation page (Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal/Cancellation).
- Mass Enrollment page: A Classes Cancellation Request ID for the Class by Class Within Term Enrollment Cancellation must be entered on the Mass Enrollment page (Records and Enrollment > Enroll Students > Mass Enrollment).
In addition to completing the Class by Class Within Term steps, you must complete the Term Withdrawal/Cancellation process
Additional Resources:
- Enrollment Cancellation - Drop for Non-Payment
- Enrollment Cancellation Population (aka Drop for Non-Payment)
- 9.2 Making a Student Eligible for Enrollment after Enrollment Cancellation or Term Withdraw - Automated
- Making a Student Eligible For Enrollment After Enrollment Cancellation or Term Withdrawal - Manual
Queries:
- QCS_SF_ENROLL_CANCEL_REPORT Use the Batch ID # for a report that may be emailed as a spreadsheet.
- SF728_TERM_CLASS_CANCEL is a query identifying students eligible for enrollment after enrollment cancellation or term withdrawal. The query requires the Batch ID number used to perform the final mass term withdrawal/ drop process. Note that it will be a different Batch ID number than the number generated when running the Report Only mode.
- QCS_SF_ENROLL_CANCEL_MESSAGES to identify student accounts that may need to be individually recalculated due to errors
- To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu.
- Discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports.
Term Withdrawal/Cancellation
Navigation: Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal/Cancellation
- The Term Withdrawal/Cancellation Run Control ID search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_Enrollment_Cancellation_Drop.
- The Term Withdrawal/Cancellation page displays.
- During the cancellation process, you will be prompted to enter or look up your Term Cancellation Request ID in the From Term Withdrawal Request and To Term Withdrawal Request fields. You may find the Request ID using the query QCS_SF_ENROLL_CANCEL_REPORT.
- Select Run. Refer to the Process Scheduler QRG for instructions.
- When the Process Monitor indicates "Success" and "Posted," you can confirm the withdrawal by navigating to the Term Withdrawal tab on the Term History page. Navigation: Records and Enrollment > Student Term Information > Term History.
- The process is complete if you only perform a Term Withdrawal. You may proceed to the next section if you drop Class by Class Within Term.
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 the external link to Completing the Term Withdrawal-Cancellation Process - No Audio. This link will open in a new tab/window.
To make a student eligible to enroll, view one of the following QRGs:
Class by Class Within Term
You must have at least one of these local college-managed security roles:
- ZZ SR Mass Enrollment
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Records and Enrollment > Enroll Students > Mass Enrollment
📌There will be two Request IDs generated during the Class by Class Within Term process. To complete the enrollment cancellation process, enter the Request IDs on the appropriate pages below. You can find the Request IDs using the query QCS_SF_ENROLL_CANCEL_REPORT.
- Term WithDrawal/Cancellation page: A Term Cancellation Request ID for the Term Withdrawal must be entered on the Term/Withdrawal Cancellation page (Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal/Cancellation).
- Mass Enrollment page: A Classes Cancellation Request ID for the Class by Class Within Term Enrollment Cancellation must be entered on the Mass Enrollment page (Records and Enrollment > Enroll Students > Mass Enrollment).
In addition to completing the Class by Class Within Term steps, you must complete the Term Withdrawal/Cancellation process.
- The Mass Enrollment search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_Class_By_Class_DRNP.
- The Mass Enrollment page displays.
- Enter or look up the Class Cancellation Request ID in the From Enrollment Request and To Enrollment Request fields generated during the cancellation process. As a reminder, you may find the Request ID using the query QCS_SF_ENROLL_CANCEL_REPORT.
- Select Run. Refer to the Process Scheduler QRG for instructions. In the Process List section of the Process Scheduler Request, select the Mass Enrollment Job and the Stud Records Mass Enrollment. Click the OK button.
- Select the Process Monitor link and ensure the Process Monitor indicates "Success" and "Posted.
- When the Process Monitor indicates "Success" and "Posted," you can access the Student Services Center or Enrollment Request Search to confirm the student was dropped from their class(es). Navigation: Campus Community > Student Services Center or Records and Enrollment > Enroll Students > Enrollment Request Search.
- 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 the external link to Class by Class Within Term Process - No Audio. This link will open in a new tab/window.
To calculated tuition after cancellation, follow the QRG Tuition Calculation after Enrollment Cancellation.
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