Entering Enrollment Requests

Purpose: Use this document as a reference for entering enrollment 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 Enrollment Requests

Navigation: Records and Enrollment > Enroll Students > Enrollment Request

📌 Important Note: Term Activation Required

Students must be term activated before enrollment. If the Term field is unavailable or cannot be selected, refer to the QRG: Term Activating an Individual Student.

  1. Select the Add a New Value tab. 💡Use the Find an Existing Value tab to review prior enrollment requests.
  2. Enter the following search criteria:
  3. ID: Enter or look up 🔍 the student ID.
  4. Academic Career: Enter or look up the career.
  5. Academic Institution: Enter or look up your institution.
  6. Term: Enter or look up the term.
  7. Select Add.
  8. On the Enrollment Request page, select the appropriate Action from the drop-down list (e.g., Enroll, Swap Courses). 💡Refer to the Enrollment Actions Definitions table below for descriptions.
  9. Enroll: Enter or look up the Class Nbr (e.g., 5437).
  10. Enter additional data as needed. Optional fields may be used to apply Enrollment Overrides. See the list of override definitions in this document.
  11. To allow waitlisting if the class is full, select the Wait List Okay checkbox.
  12. To add more transactions, select the Add a New Row [➕] icon.
  13. Select Submit.
  14. Monitor the Status field near the Submit button:
    • If the request is successful, Success will display.
    • If there are issues, Errors Found will appear. Scroll to the bottom of the page to review errors.
    • Correct the errors and resubmit.
  15. Process complete.
Enrollment Request page

Enrollment Actions

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

Action Description
Add GradeSelect to add a grade to the student's enrollment record for the class.
Change GradeSelect to change a grade on the student's enrollment record for the class.
Change Wait List PositionSelect to change the student's wait list position for the class.
DropSelect to drop the student from the class.
Drop to Wait ListSelect to drop the student from the class and move the student to the wait list for that class.
EnrollSelect to enroll the student into the class.
Normal MaintenanceSelect to update the student's enrollment record for the class in normal maintenance mode. The updated items include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. You can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. In addition, use the Normal Maintenance to change the student's Program associated with an enrollment record.
Remove GradeSelect to remove a grade from the student's enrollment record for the corresponding class.
Swap CoursesSelect to enable the student to swap the class in which they are enrolled for different classes. The Change To field becomes available to enter the new class section where the student wants to enroll. You can also use this option to swap a student's enrollment from one to another related class section. List the enrollment class section in both the Class Nbr (class number) and Change and Change To fields, and select a different related class, then submit the enrollment transaction.

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.

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.

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