9.2 Drop Student Enrollment

Purpose: Use this document as a reference for entering drop requests in ctcLink.

Audience: Student Records staff.

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

  • ZD SR Enroll Students
  • ZD SR Super User
  • ZZ SR Enroll Students

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

Entering Drop Requests

Navigation:  Menu > Records and Enrollment > Enroll Students > Enrollment Request

  1. The Enrollment Request page displays.
  2. Select the Add a New Value tab. Note: Previous drop requests can be viewed using the Find an Existing Value tab.

Action Reasons, Action Dates, and Adjustment Calendars:

To initiate a refund to a student, on the records side you rarely need to adjust the Action Date. You add an Enrollment Action Reason and the Enrollment Action Reason communicates to the Adjustment Calendar. The Adjustment Calendar controls refunds. The Adjustment Calendar lives in Student Financials and your Business Office maintains it.

  • On the records side, an Enrollment Action Reason is a way of making a note that indicates a reason for that particular enrollment action (drop, add, swap, change grade, etc). That is all it is and that is all it does.
  • You can have Enrollment Action Reasons for ANY enrollment action: enrollment (manual add, swap, drop), grade-related (add, change, remove), normal maintenance, and even waitlist-related (drop from, change position). The CS Support team configures these based on college ticket submissions.
  • Student Financials' Adjustment Calendar determines if and how much a refund will be issued.
  • When you drop a student, the default Action Reason is SDRP unless you select a different action reason.
  • The only time you need to select an action reason is if the drop should NOT follow the normal refund policy. For example, if the student petitions and is approved for 100% refund based on unusual circumstances (e.g. medical hardship, called to active duty). Here, you would select and apply an action reason appropriate to the situation and appropriate refund.

Action Dates:

Before you “backdate” an enrollment transaction, consider all the affects and make sure that the backdating is consistent with policy (specifically Chapter 5, Section 50 Special Registration Provisions) and has the intended impacts to transcript, FTE and Financial Aid.

  1. Enter ID.
  2. Enter Academic Career.
  3. Enter Academic Institution.
  4. Enter Term.
  5. Select Add.
  6. The Enrollment Request page displays.
  7. Select Action = "Drop".
  8. Select Action Reason.
  9. Enter Class Nbr.
  10. Identify any needed Overrides: See Enrollment Overrides table below.
  11. Additional classes can be added for processing at the same time by selecting the Add a New Row [+] icon.
  12. Select Submit.
Enrollment Request page
  1. Watch the Status next to the Submit button at the top of the page. It will show “Success” or “Errors Found.” If errors are found, scroll to the bottom of the page to review errors. The page can be resubmitted after errors are corrected.
Status and Submit button

Enrollment Overrides

Override

Explanation

Appointment

Select to allow override of appointment date, time and unit maximums set on enrollment appointments.

Unit Load

Select to allow override of any unit limits, minimum or maximum.

Time Conflict

Select to allow student to enroll in courses scheduled for the same dates/times.

Action Date

Select to make the Action Date field available so you can enter a different processing date.

Designation

Select to allow adding a requirement designation for a class that does not have one. Also, select to allow omitting a requirement designation that is required.

Career

Select to allow a student to enroll in a class outside of their program's academic career (e.g. Continuing Education student enrolling in an academic course without a academic program stack).

Service Indicator

Select to allow override of any holds (unusual action codes) that the student has so that enrollment is allowed.

Requisites

Select to allow override of requisite checking, allows student to enroll in a course when they do not meet the requirement.

Closed Class

Select to allow enrollment in classes that are closed due to capacity size (e.g. full class section). Also select to allow placing a student on the waiting list if waiting list capacity is full.

Class Links

Select to allow an add or drop without all the required related component sections in a class association group. Select also to allow enrollment into a nonenrollment type section and to allow multiple enrollments in a course.

Class Units

Select to adjust the units for a variable unit course.

Grading Basis

Select to allow override of the grading basis established for the class. (e.g. Changing a student from Graded to P/NP)

Permission Nbr. 

Select to input a student's permission number to enroll in a class.

Dynamic Dates

The system populates this field by default with a value of 'N'. A DMS script sets the value to 'Y' for those access IDs that allow access to all existing overrides. Review your security setup and set this value accordingly. Not typically used.

Wait List Okay

Select to allow the addition of a student to the waiting list of a class section when the class section, combined section, or reserve capacity is full.


  1. Process complete.

Backdating Drops

Navigation:  Menu > Records and Enrollment >  Enroll Students > Enrollment Request

  1. The Enrollment Request page displays.
  2. Select the Add a New Value tab.
  3. Enter ID.
  4. Enter Academic Career.
  5. Enter Academic Institution.
  6. Enter Term.
  7. Select Add.
  8. The Enrollment Request page displays.
  9. In the Enrollment Request Details section select Remove Grade from the *Action drop-down list.
  10. Enter the Class Nbr.
  11. Select Submit. (located on the right-side of screen).
  12. Status for removing grade will display as Success.
  13. Add a row.
  14. Select Drop from the *Action drop-down list. (Step 1 in image below.)
  15. Select the Override Action Date checkbox. (Step 2 in image below.)
    1. Enter the desired Action Date that you want to drop to be backdated to.
      1. Example--backdating an original drop date of 05/20/2020 to 04/22/2020.
  16. Enter the Class Nbr. (Step 4 in image below.)
  17. Select Submit. (Step 5 in image below.)
Enrollment Request submit button
  1. Drop was successful when you see the Status change to Success/Messages.

Process complete.

Drop a Student Added After the Withdraw without Penalty Date

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

  • ZD SR High Lev Enroll Inquiry
  • ZD SR Super User
  • ZZ SR High Level Enrollment

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

You will need security on the Enrollment page to drop a student if they enroll after the "Withdraw without Penalty" date, whether by mistake or not.

Navigation: Menu > Records and Enrollment >  Enroll Students > Enrollment

  1. The Enrollment search page displays.
  2. Enter EMPLID or other Search Criteria to identify the student.
  3. Enter Career from the drop-down menu.
  4. Enter or look up your Academic Institution.
  5. Select Search.
  6. The Student Enrollment 1 tab displays.
  7. Select the Class Nbr to drop under the Class Details section by selecting the arrow.  
  8. When you've identified the class, select the Student Enrollment 2 tab located at the top of the page.
  9. Replace the Enrollment Add Date and Grading Basis Date with a date before the Academic Calendar (Session Calendar 1 tab) Withdraw without Penalty Deadline.
The image displays the Enrollment page and a snippet of the Academic Calendar Session Calendar 1 tab
  1. Select Save in the lower-left corner.
  2. Follow the steps to drop a student. You can override the action date by entering a date within the 100% refund period.

Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

VIDEOS COMING SOON!!

Video Tutorial via Panopto

View the external link to Drop Student Enrollment.  This link will open in a new tab/window.

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