Batch Activating and Inactivating Student Groups

Purpose: Use this document as a reference on how to batch assign student groups in ctcLink.

Audience: Student Records staff.

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

  • ZC CS Student Groups
  • ZZ CS Student Groups

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

You also must set the following SACR Security permission:

Overview

Student groups are used for several functions in ctcLink. Some are informational so users can identify student characteristics, and others are attached to financial waivers.

In addition, SBCTC creates Student Groups starting with “S” and uses them for state-level reporting. Because these codes are for state-level reporting, use caution if applying them for local operational purposes, as the criteria or effective dating application may differ by purpose. To view the list of state-level Mass and Manually Assigned Student Groups, check the SBCTC Student & Coding Manual. The manual also explains when and which student groups can be updated.

Records and Enrollment > Career and Program Information > Process Student Groups

Batch Activating Student Groups

Expand or collapse content Create Run Control
  1. The Process Student Groups Run Control ID search page displays.
  2. If you have previously run this process or report, click the Search button to select an existing Run Control ID. If this is your first time running this process or report, choose Add a New Value to create a new Run Control ID, then click the Add button.
  3. 📝It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the  Run Control ID to follow the same process naming convention but be unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_Process_Student_Groups.
Expand or collapse content Population Selection - PS Query

Select Students Using Query

  1. The Process Student Groups page displays.
  2. Select Selection Tool = "PS Query."
  3. Select Query Name. (Queries use the STDNT_GRP_BIND record.)
  4. Select the Edit Prompts link and enter the appropriate information.
  5. Enter Population Selection information.
  6. Select Preview Selection Results. Preview Selection Results displays the records that match the selected criteria before the process is run.
  7. Select Return.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group.
  3. Enter or look up the Effective Date.
  4. Best Practice:
    • Enter the effective date before the first term that it applies to.
    • Set the effective date of the inactive row to one day after the end of the term.
  5. Select Active or Inactive from the Effective Status drop-down list.
  6. Optional:
    • Enter comments in the Comment text box if needed. It will appear in the comments section on the assigned student group.
Student Override (Optional)
  1. Additional students may be added individually.
  2. Select the Student Override checkbox.
  3. Students must have:
    • Active program plan stack.
    • Term activation.
PeopleSoft Process Student Groups page showing run control setup using a PS Query and assigning the ENRL student group
Expand or collapse content Population Selection - External File (Upload a Microsoft Excel CSV File)

Upload External File

  1. In the Population Selection section, select External File from the drop-down list.
  2. Select the Upload File button.
  3. Upload your saved .csv file (with students' EMPLIDs listed).
  4. File Requirement:
    • The CSV file should not have a header row.
    • Select the File Mapping search icon 🔍.
  5. Choose the file map name RSGROUPNOHEADER.
  6. Select Preview Selection Results to review the uploaded file's format.
  7. Select Return after viewing results.
  8. 📝If you run a query to identify students and download results to an Excel file, issues may occur.
    • Recommended Method:
      • Copy the query results.
      • Paste them into an Excel file.
      • Save the file as a CSV before using it.
PeopleSoft Process Student Groups Preview Selection Results page listing EMPLIDs selected for student group processing.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group.
  3. Enter or look up the Effective Date.
  4. Best Practice:
    • Enter the effective date before the first term that it applies to.
    • Set the effective date of the inactive row to one day after the end of the term.
  5. Select Active or Inactive from the Effective Status drop-down list.
  6. Optional:
    • Enter comments in the Comment text box if needed. It will appear in the comments section on the assigned student group.

Student Override (Optional)

  1. Additional students may be added individually.
  2. Select the Student Override checkbox.
  3. Students must have the following:
    • Active program plan stack.
    • Term activation.
Expand or collapse content Run the Process
  1. Select Run.
  2. At the Process Scheduler Request page:
    • Select SCC_STD_GRP checkbox.
  3. Select OK.
  4. Select Process Monitor link.

Verify Process Completion

  1. At the Process List page:
    • Run Status: Success
    • Distribution Status: Posted
  2. Select Refresh until the status displays Success, Posted.
  3. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Batch Activating and Inactivating Student Groups.  This link will open in a new tab/window.

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