9.2 Using Graduation Processing to Update 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: NavBar > Navigator > Records and Enrollment > Graduation > Graduation Processing
- The Graduation Processing run control ID search page displays.
- Select the Add a New Value tab.
- Enter Run Control ID.
- Select Add.

- The Graduation Processing page displays.
- Select Institution.
- Select Academic Career.
- Select Population Selection.
- Select Selection Tool = "PS Query".
- Select Query Name.
- Select Edit Prompts.

- The Query Prompts window displays.
- Enter Academic Institution.
- Enter Academic Career.
- Enter Academic Program.
- Enter Degree Checkout Status.
- Select OK.
- Various queries have been created for this purpose. Use the other query links to view the query or preview selection results.
- The Query Prompts window disappears.
- Select Load Selection Results to populate the list of students to be updated.
- Select Add Students to add individual students not selected in the query.
- Select the Exclude checkbox to exclude a student selected in the query from processing.
- If you are awarding the degree at this time, you can input Degree GPA, Degree Honors 1 or Degree Honors 2 for individual students (optional).
- Select Graduation Processing Action = "Degree Checkout Status".
- 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".
- Select Action Reason, or leave blank.
- Select Run. Refer to the Process Scheduling QRG for instructions.
- You can verify the update on the Student Degrees tab on the Student Program/Plan Page.

Manually Add Students
- Select the Add Students link in the Selection Results section.
- The Add Student page displays.
- Enter the student's Selection Criteria.
- Select Search. Results display below.
- Uncheck the Select Student box.
- Graduation Processing displays.
- Select 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.
- You can verify the update on the Student Degrees tab on the Student Program/Plan Page.
Navigation: NavBar > Navigator > Records and Enrollment > Career and Program Information > Student Program/Plan

- Process complete.
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