Swapping Student Enrollment

Purpose: Use this document as a reference for entering swap 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 Requests

📌 Important: Swap Functionality Timing

Please be aware that swap functionality is only designed to be used during your 100% refund period. After your last day for 100% refund, you will either need to backdate the swap transaction or perform separate add and drop transactions. If swapping to a different class and not just a different section, there could be the possibility of additional fees added based on the particular course/class selected.

Navigation: Records and Enrollment > Enroll Students > Enrollment Request

  1. The Enrollment Request search page displays.
  2. Select the Add a New Value tab. 💡Note: To view previous drop requests, use the Find an Existing Value tab.
  3. Enter the following required fields:
    • ID
    • Academic Career
    • Academic Institution
    • Term 💡Note: The student must be term activated before enrollment. If the term cannot be entered or selected, refer to the Term Activate an Individual Student QRG.
  4. Select Add.
  5. The Enrollment Request page displays.
  6. In the Action field, select Swap Courses.
  7. In the Action Reason field, choose one of the following:
    • SAME – Used when swapping sections of the same class with the same mode of instruction and the same class fees.
    • ACCL – Used for swaps related to accelerated outcomes.
    • ABGE – Used when swapping ABE for General Education.
  8. Check the Override Action Date box.
    • Enter the original enrollment date to avoid generating a "W" grade or refund issues.
  9. In the Class Nbr field, enter the class number being dropped.
  10. In the Change To field, enter the class number being added.
  11. Identify and apply any needed enrollment overrides. ✅Refer to the Enrollment Override Table for guidance.
  12. To include more swap requests, select the Add a New Row [➕] icon.
  13. Select Submit.
  14. Watch the Status next to the Submit button:
    • Success – The swap processed successfully.
    • Errors Found – Scroll to the bottom of the page to view error messages. Correct any issues and resubmit.
Enrollment Request Status Success

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.

Swap the Student to the Waitlist

Navigation: Records and Enrollment > Enroll Students > Enrollment Request

Through Self-Service, when a student swaps a class from an enrolled class to a waitlisted class, they will remain enrolled in their current section. In contrast, staff does not use Swap for this type of change.

  1. The search page displays. Select the Add a New Value tab.
  2. Enter the following:
    • ID
    • Academic Career
    • Academic Institution
    • Term
  3. Select Add.
  4. The Enrollment Request or Quick Enroll page displays.
  5. Ensure the Enroll action is selected.
  6. Enter the Class Nbr for the class the student wants to waitlist into.
  7. In the Drop This Class if Enrolled field, enter or look up the class number that the student wishes to drop if they are successfully enrolled in the waitlisted class.
  8. Check the Wait List Okay checkbox to allow waitlisting.
  9. Click Submit in the top-right corner of the page.
  10. The Status field will update to Success/Messages. Scroll to the bottom of the page to review the message for additional confirmation or instructions.
  11. Select the Waitlist Position link to open the Waitlist Position page.
  12. Click OK to return to the Enrollment Request page.
  13. Process complete.
Enrollment Request Status Success/Messages

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 Swapping Student Enrollment. This link will open in a new tab/window.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.