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.

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.

Entering Drop Requests

Navigation: Records and Enrollment > Enroll Students > Enrollment Request

  1. The Enrollment Request Add a New Value page displays.💡Use the Find an Existing Value tab to view prior drop requests.
  2. Enter the following required fields:
    • ID
    • Academic Career
    • Academic Institution
    • Term
  3. Click Add.
  4. The Enrollment Request page displays (data entry area).
  5. Select an Action = "Drop."
  6. Select an Action Reason if applicable.
  7. Enter the Class Nbr for the class to be dropped.
  8. Identify any necessary overrides. See the Enrollment Overrides Table below, if applicable.
  9. (Optional) To drop additional classes, click the Add a New Row [➕] icon and repeat steps 6–9.
  10. Click Submit.
  11. Monitor the Status near the Submit button:
    • If Success, the request was processed.
    • If Errors Found, scroll to the bottom of the page to review.
    • Correct errors and resubmit, as needed.
  12. Process complete.
Drop Action

Enrollment Overrides

Searchable🔍: Type keywords in the input box to filter instantly.
Sortable 🧮: Click the headers "Override" or "Explanation" to sort alphabetically (asc/desc).

Override Explanation
AppointmentSelect to allow override of appointment date, time and unit maximums set on enrollment appointments.
Unit LoadSelect to allow override of any unit limits, minimum or maximum.
Time ConflictSelect to allow student to enroll in courses scheduled for the same dates/times.
Action DateSelect to make the Action Date field available so you can enter a different processing date.
DesignationSelect 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.
CareerSelect 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 IndicatorSelect to allow override of any holds (unusual action codes) that the student has so that enrollment is allowed.
RequisitesSelect to allow override of requisite checking, allows student to enroll in a course when they do not meet the requirement.
Closed ClassSelect 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 LinksSelect 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 UnitsSelect to adjust the units for a variable unit course.
Grading BasisSelect 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 DatesThe 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 OkaySelect 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.

Backdating Drops

Navigation:  Records and Enrollment >  Enroll Students > Enrollment Request

Steps to Remove Grade and Perform a Backdated Drop

  1. The Enrollment Request Add a New Value page displays.
  2. Enter the following required fields:
    • ID
    • Academic Career
    • Academic Institution
    • Term
  3. Select Add.
  4. The Enrollment Request page displays (data entry area).
  5. In the Enrollment Request Details section:
    • Select Remove Grade from the Action drop-down list.
    • Enter the Class Nbr.
  6. Select Submit (located on the right side of the screen).
  7. Verify that the Status displays as Success.
Remove Grade Action
  1. Click the Add a New Row [➕] icon.
  2. Select Drop from the Action drop-down list. (Step 1 in image)
  3. Select the Override Action Date checkbox. (Step 2 in image)
  4. Enter the desired Action Date for the backdated drop.
  5. Enter the Class Nbr. (Step 4 in image)
  6. Select Submit. (Step 5 in image)
  7. Process complete.
Drop Action

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 the EMPLID or other Search Criteria to locate the student.
  3. Select the Career from the drop-down list.
  4. Enter or look up (🔍) your Academic Institution.
  5. Click Search.
  6. The Student Enrollment 1 tab displays.
  7. Under the Class Details section, select the arrow next to the Class Nbr you wish to drop.
  8. Once the class is identified, click the Student Enrollment 2 tab at the top of the page.
  9. Update the following fields with a date before the Withdraw without Penalty Deadline (refer to Session Calendar 1 tab):
    • Enrollment Add Date
    • Grading Basis Date
  10. Click Save.
  11. Follow standard steps to drop a student. 💡You can override the action date by entering a date within the 100% refund period.
Enrollment and Academic Calendar

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.

Video Tutorial via External Link

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