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9.2 Recording a Graduation Application

Purpose: Use this document as a reference to record a graduation application in ctcLink.

Audience: All Staff.

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

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

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

While continuing to work on their degree, a student may earn a certificate(s). To award a certificate without recording the application, visit the Award a Certificate without Recording the Application section.

On the Student Program/Plan search page, enter a student ID or look up a student by name.
Select the Search button. Select the desired institution or student career number if multiple results are returned.
The Student Program page displays.
Select Include History located at the bottom right of the page.

Select the [+] plus icon on the right side of the screen to insert a new effective dated row.
The Effective Date.
1. The Effective Date will default to today's date; you can modify the date as needed. For example, your institution might choose to enter the date the graduation application is being processed or the date it was received. This date is not required to fall between terms.
Select "DATA" as the Program Action.
Enter "GRAP" as the Action Reason. The action reason is not a required field, although it supports why the program action "DATA" was selected.
Enter the Expected Graduation Term.
Select the Student Degrees tab.

Once on the Student Degrees page, you'll notice the Degree Checkout Stat field in the Student Details section.
From the Degree Checkout Stat drop-down list, select Applied for Graduation.
Select Save, located at the bottom left of the page.

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

The Student Program/Plan search page displays.
Select the Add a New Value tab.
Enter student ID.
Select Academic Career.
The Student Career Nbr defaults to "0." Select the Student Career Nbr look-up tool and choose (blank).
Select Add. The system automatically increments to the next Student Career Nbr.

The Student Program tab displays.
Effective Date: set this Program Stack's effective date to the beginning of the term.
Program Action: enter "ACTV."
Action Reason: leave blank.
Academic Institution: enter or look up the appropriate institution.
Academic Program: enter or look up the program.
Admit Term: enter or look up the term you are awarding.
Requirement Term: enter or look up the catalog term the student will follow.
Expected Grad Term: leave blank.
Select the Student Plan tab.

The Student Plan tab displays.
Academic Plan: Enter or select.
The remaining fields will default to match the data entered on the Student Program tab.
Select Save in the lower-left corner.

Select the Student Program tab.
Select the Add a New Row [+] icon in the right corner.
Once a row is added, the Effective Date will default to today's date.
Enter the last day of the term. Note: The Effective Date should always be the last day of the term.
Select "COMP" as the Program Action.

If the student is term activated to future terms, you will receive a notification stating, "The student is term activated in the following future term(s)."

To award a degree after it has been revoked, delete the degree data from the Student Degree page before adding the new COMP row.

Records and Enrollment > Graduation > Student Degrees

If a Student Program Plan is "COMP"ed while the student is enrolled in classes, a Warning will appear.

Select the Student Degrees tab.
Once on the Student Degrees page, you'll notice the Degree Checkout Stat field in the Student Details section.
- Degree Checkout Stat=grayed out "Approved." The approved status will display on the student's homepage.
- Completion Term: Input the term the degree is being awarded.
- Degree GPA: Input the Degree GPA if that is a part of your college's business practice.
- Degree Honors 1 and 2: Input or look up Degree Honors codes.

Select the Update Degrees button. The record will display, "The Degree records were updated successfully," and automatically save.

The Degree Checkout Stat field will update to "Degree Awarded."
Further edits will require a user to revoke the degree or make updates on the Student Degree page. To revoke a degree, follow the Remove (Revoke) a Degree QRG.