Maintaining Student Program/Plan Stacks

Purpose: Use this document as a reference for maintaining academic programs in ctcLink.

Audience: Student Records staff.

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

  • ZC SR Student Program
  • ZD SR Student Program
  • ZZ SR Student Program
  • ZZ Student Program Limited

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access. Institutional level security views will prevent you from viewing student program plan(s) from another institution. For this reason, the Student Career Nbr sequencing may look different when searching for a student. 

The Student Program/Plan page can impact Student Financials and Student Financial Aid. Any changes on this page can impact other functional areas. For activation of a new Student Career NBR, follow QRG Adding a Student Program/Plan Stack After Admission.

Navigation: Records and Enrollment > Career and Program Information > Student Program/Plan

Maintaining the Student Program/Plan Stack

Search for the Student

  1. Navigate to the Student Program/Plan search page.
  2. Enter the Student ID or search by name.
  3. Select Include History to display all program/plan rows.
  4. Click Search.

Student Program Tab

  1. The Student Program tab will display.
  2. To take action, select the Add a New Row [+] icon at the top-right. This creates a new effective-dated row across all related tabs. A new row must be added to update data on this tab or others (like Student Plan or Student Degrees).
  3. Enter an Effective Date: Between terms (the day after the term ends and before the next begins).
  4. Program Action: Indicates the type of change being made to the student's program data. Examples: PLNC for plan change, PRGC for program change.
    • Use of Program Actions may vary by institution. Refer to the program action table for specific guidance. The use of specific Program Actions could vary from institution to institution.
  5. Action Reason: (Optional but recommended). Example: SBPL to document a sub-plan being added.
  6. Academic Institution: If your user defaults have been set, this field will be populated with your institution.
  7. Academic Program:
    • Represents the degree the student is pursuing.
    • It should only be changed when using a Program Change (PRGC) action.
  8. Admit Term: The first term of the student’s academic career.
  9. Requirement Term: Defines the term in which the student becomes responsible for program requirements.
Student Program
Effective Date Guidelines
  1. Identifies when the most recent change in program status takes effect.
  2. Each new row requires an Effective Date.
  3. Backdating may be used under special circumstances.
  4. Future-date rows if planning for changes.
  5. You can make changes between terms (after the last day of the current term and before the next term begins).
Deleting a Row
  1. Select the Delete a Row [-] icon at the top-right.
  2. Correct History access is required.
  3. Deleting historical data is uncommon and should be done with caution.
Student Program Plan

Student Plan Tab

  1. Navigate to the Student Plan tab.
  2. Changes here require a new row on the Student Program tab with a PRGC (Program Change) or PLNC (Plan Change) program action.

Steps to Update Academic Plan:

  • Select the Academic Plan using the lookup icon (🔍). This will overwrite the existing plan.
  • Other fields will default from the Student Program tab, but can be adjusted if necessary.
Student Plan Tab

Additional Tabs

  1. Student Sub-Plans: Optional, based on program setup.
  2. Student Attributes: See the Managing Student Attributes QRG.
  3. Student Degrees: Only used for program completion. See the Award a Student Degree QRG.

Save the Record

  1. Select Save to apply your changes.

Program Action Codes

Code Description Status Change Explanation
ACTV Activate Active in Program A student is ready either to enroll in a term or to be evaluated for transfer credit.
ADRV Admissions Revocation Cancelled A person was admitted into an academic program, but it was later determined that the person did not qualify for admission.
COMP Completion of Program Completed Program A student has completed the program.
DATA Data Change No Impact Data relative to a student's program, plan, or career status was changed.
DEFR Defer Enrollment Active in Program A person has been admitted, and may be active for one admit term, but will actually enroll in a later admit term. This action lets you change the admit term for the applicant and record that they are deferring enrollment.
DISC Discontinuation Discontinued A student discontinues attendance. Post the withdrawal on the student Withdrawal page.
DISM Dismissal Dismissed A student is dismissed from the academic institution. Post the withdrawal on the student Withdrawal page.
MATR Matriculation Active in Program A person has completed all necessary steps to become an active student in an academic program.
LEAV Leave of Absence Leave of Absence A student takes a leave of absence from his program.
PLNC Plan Change Active in Program Used to update the student plan code on the student plan tab.

PRGC
 		 Program Change  Active in Program Used to update the academic program on the student program tab.
RADM Readmit Active in Program A person has applied to reenter a student career and academic program for which they already have a student record.
REVK Revoke Active in Program Revoke a student's degree. The system automatically updates the student degree tables. Revoked degrees do not appear on the student transcript.
RLOA Return from Leave of Absence Active in Program A student returns from a leave of absence.
SPND Suspension Suspended A student is suspended from your academic institution. Post a withdrawal on the student Withdrawal page.
TRAN Transfer to Other Career Completed Program A student makes an inter-career transfer.
WADM Administrative Withdrawal Cancelled A student is withdrawn for administrative reasons.


 

Academic Sub-Plans Overview

Purpose

Academic Sub-Plans allow specialization within an Academic Plan and are directly linked to it. Whether a sub-plan appears on a transcript is a college decision.

Subplan Types

There are four types of Academic Sub-Plans:

  1. Concentration
  2. Emphasis
  3. Specialization
  4. Option Used only for Workforce programs (PRFTC plans) to align with Program Approval Request (PAR) inventory.

🔹 Note: All types function similarly; colleges choose the type based on internal preferences. If associated with a PRFTC plan, the Option must be used.

Naming and Uniqueness
  • There is no mandatory naming convention.
  • Each Sub-Plan code must be unique to its Academic Plan.

📌 Example:
If a college offers a “Sustainability Studies” concentration in multiple DTAs (e.g., General DTA, Business DTA, AS-T Track 1), they must request three separate sub-plans, one for each Academic Plan.

Requesting a New Sub-Plan Code

All Sub-Plan codes are created by the CS Customer Support Team.

Include the Following in Your Ticket:

  • Institution
  • Academic Plan
  • Sub-Plan Code (10 characters, UPPERCASE)
  • Effective Date
  • Academic Sub-Plan Type (Concentration, Emphasis, Specialization, or Option)
  • Description (30 characters)
  • Short Description (10 characters)
  • Print on Diploma? (Yes/No)
  • Diploma Description (100 characters)
  • Print on Transcript? (Yes/No)
  • Transcript Description (100 characters)
  • First Term Valid
  • Show in What-If Advisor? (Yes/No)
  • Show in What-If Prematriculated Student? (Yes/No)
  • Show in What-If Student? (Yes/No)

Navigation: Records and Enrollment > Career and Program Information > Student Program/Plan

Adding or Updating a Student Sub-Plan

Search for the Student

  1. The Student Program/Plan search page displays.
  2. Enter Search Criteria to locate the student.
  3. Select the Include History checkbox to view all program/plan stacks.
  4. Click Search.

Select the Correct Record

  1. If multiple program rows are returned, choose the correct one based on:
    • Student Career Number
    • Academic Career
    • Academic Program

Student Program Tab

  1. The Student Program tab displays.
  2. Click the Add a New Row [+] icon in the Student Details section. This creates a new effective-dated row across all tabs.
  3. Enter an Effective Date:
    • Best Practice: Between terms (the day after the term ends and before the next begins).
    • Sub-plans can be added mid-term, but the row must be dated between terms.
  4. Set Program Action to: PLNC (Plan Change)
  5. Set Action Reason to: SBPL (Sub-Plan added – optional, but recommended for clarity)
  6. Additional Fields:
    • Academic Institution: Defaults to your institution if user preferences are set.
    • Admit Term: Enter or confirm.
    • Requirement Term: Enter or confirm.
Action Reason SBPL

Student Sub-Plan Tab

  1. Navigate to the Student Sub-Plan tab.
  2. Click the lookup icon (🔍) to select the appropriate sub-plan in the Academic Sub-Plan field.
  3. The Declare Date auto-populates to match the effective date.
  4. Enter the Requirement Term.

Save the Record

  1. Click Save to finalize changes.

QUERIES

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