Using Graduation Processing to Update the Checkout Status

Purpose: Use this document as a reference for using the graduation report in ctcLink.

Audience: Student Records staff.

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

  • ZZ SR Graduation

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

Use this page to update the degree checkout status for a group of students. The Graduation Processing functionality requires that staff define their User Defaults on the User Defaults 1 & 2 tabs shown in the QRG 9.2 Campus Solutions - User Defaults.

Using Graduation Processing to Update Checkout Status

Navigation:  Records and Enrollment > Graduation > Graduation Processing

Population Selection

  1. The Graduation Processing run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
  5. The Graduation Processing page displays.
  6. Select Institution.
  7. Select Academic Career.
  8. Select Population Selection. When the Population Selection checkbox is enabled, query results are included, regardless of whether results are loaded into the Selection Results section.
  9. Select Selection Tool = "PS Query."
  10. Select Query Name. Various queries have been created for this purpose. Use the other query links to view the query or preview selection results.
  11. Select Edit Prompts.
  12. The Query Prompts window displays.
  13. Populate required prompt fields.
  14. Click OK.
  15. The Query Prompts window disappears.
  16. Access the Load Selection Results feature to transfer query results into the Selection Results section. Query results are included when the Population Selection checkbox is enabled, regardless of whether results are loaded into the Selection Results section.
Graduation Processing
  1. Select Add Students to add individual students not selected in the query.
  2. Select the Exclude checkbox to exclude a student selected in the query from processing.
  3. If you award the degree now, you can input Degree GPA, Degree Honors 1, or Degree Honors 2 for individual students (optional).
  4. Select Graduation Processing Action = "Degree Checkout Status."
  5. Select New Degree Checkout Status.  If you select "Degree Awarded," the system inserts a new effective-dated row on the Student Program page with a Program Action = "Completion of Program."  For all other statuses, the system inserts a new effective-dated row on the Student Program page with a Program Action = "Data Change."
  6. Select Action Reason, or leave blank.
  7. Select Run.  Refer to the Process Scheduling QRG for instructions.
  8. You can verify the update on the Student Degrees tab on the Student Program/Plan Page.
Graduation Process Action section and Program/Degree Update Options sections are outlined with a red box.

Manually Add Students

  1. Select the Add Students link in the Selection Results section.
Add Students link outlined with a red box
  1. The Add Student page displays.
  2. Enter the student's Selection Criteria.
  3. Select Search. Results are displayed below.
  4. Uncheck the Select Student box.
Green checkmark is outlined with a red box
  1. Graduation Processing page displays. Uncheck the "Population Selection" checkbox only if you want the students added manually to be processed. Leaving the select population box checked tells the system that the query results are part of the selected population.
  2. Select the Add Students link to manually add additional students.

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.

Verify Update on the Student Degrees Tab (Student Program/Plan Page)

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

  1. You can verify the update on the Student Degrees tab on the Student Program/Plan Page.
  2. Process complete.
Student Degrees tab

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 Tutorial via External Link

View the external link to Using Graduation Processing to Update Checkout Status. This link will open in a new tab/window.

2 Comments

Therese Morris-McGee

There are a variety of query options under PS Query for the Population Selection. Some appear to be college-specific or duplicates. Would it be possible to have a list of the most common and which ones are helpful for this process? We see multiple related to the AAR tool, but currently in PCD they bring up an error of "The referenced PS Query could not be opened. Ensure that the query exists in PS Query Manager".

Tanjagay Martin

Hi Therese!
As Graduation Processing requires the bind record SSR_GRADPRG_BND, each query can be helpful depending on the business practices of your college. In order to run the query, you should ensure that you have the appropriate security roles. The query QCS_DS_QUERY_RECORD_USER_RPT displays the query records a user can see for a specific query associated with a Data Service query tree. Your college's query builder or security administrator can assist you with this information. Thank you so much for your time. ~Tanjagay Martin | CS Core Trainer

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