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:

  • 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.

While pursuing their degree, students may earn certificates. To award a certificate without applying, visit the Award a Certificate without Recording the Application section.

Related QRGs:

Queries:

  1. QCS_SR_GRAD_CHANGES - This is a list of recent updates to your graduation application. It covers changes to Transfer Credit, Test Credit, Other Credit, Enrollment, Name, and Grade. Please note that this process may take some time to run. If it times out, you may need the Query Scheduler.
  2. QCS_SR_EXPCT_GRAD_TERM_UPD - This list of NSC's expected graduation terms must be updated.
  3. To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu. Discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports.

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

  1. On the Student Program/Plan search page, enter a student ID or look up a student by name.
  2. Select the Search button. Choose the student career number if multiple results are returned.
  3. The Student Program page displays.
  4. Select Include History at the bottom right of the page.
  5. Select the Add a New Row [+] button on the right side of the screen to insert a new effective dated row.
  6. The Effective Date.
  7. 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.
  8. Select "DATA" as the Program Action.
  9. Enter "GRAP" as the Action Reason. The action reason is not required, although it supports why the program action "DATA" was selected.
  10. Enter the Expected Graduation Term.
  11. Select the Student Degrees tab.
  12. Once on the Student Degrees page, you'll notice the Degree Checkout Stat field in the Student Details section.
  13. From the Degree Checkout Stat drop-down list, select Applied for Graduation.
  14. Select Save, located at the bottom left of the page.
  15. Process complete.

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 Panopto

View the external link to Recording a Graduation Application. This link will open in a new tab/window.

Award a Certificate without Recording the Application

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

  1. The Student Program/Plan search page displays.
  2. Select the Add a New Value tab.
  3. Enter student ID.
  4. Select the Academic Career.
  5. The Student Career Nbr defaults to "0." Select the Student Career Nbr look-up tool and choose (blank).
  6. Select Add. The system automatically increments to the following Student Career Nbr at your institution.
  7. The Student Program tab displays.
  8. The Effective Date will default to today's date. Change the date to the beginning of the term.
  9. Program Action: Enter "ACTV."
  10. Action Reason: Leave blank.
  11. Academic Institution: Enter or look up the Institution.
  12. Academic Program: Enter or look up the Program.
  13. Admit Term: Enter or look up the Term you are awarding.
  14. Requirement Term: Enter or look up the catalog term the student will follow.
  15. Expected Grad Term: Leave blank.
  16. Select the Student Plan tab.
  17. The Student Plan tab displays.
  18. Academic Plan: Enter or look up the Academic Plan.
  19. The remaining fields will default to match the data entered on the Student Program tab.
  20. Select Save in the lower-left corner.
  21. Select the Student Program tab.
  22. Select the Add a New Row [+] button in the right corner. 
  23. Once a row is added, the Effective Date will default to today.
  24. Enter the last day of the term. Note: The Effective Date should always be the last day of the term.
  25. Select "COMP" as the Program Action. To award a degree after it has been revoked, delete the degree data from the Student Degree page before adding the new COMP row.
    • 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)."
    • If a Student Program Plan is "COMP" while the student is enrolled in classes, a Warning will appear. "Warning - Student is enrolled in classes after the effective date (14600.616). The action selected may require the student to be removed from the classes he/she has pre-enrolled. Otherwise, the student might not have a program/plan associated with those previously enrolled courses."
  26. Expected Grad Term: Enter or look up the completion term.
  27. Select the Student Degrees tab.
  28. In the Student Details section of the Student Degrees page, identify the Degree Checkout Stat field.
    • Degree Checkout Stat: Grayed out "Approved." The approved status will be displayed on the student's homepage.
    • Completion Term: Enter or verify the term the degree is being awarded.
    • Degree GPA: Enter the Degree GPA if that is a part of your college's business practice.
    • Degree Honors 1 and 2: Enter or review Degree Honors codes.
  29. Select the Update Degrees button. The record will display, "The Degree records were updated successfully," and automatically save. 
  30. The Degree Checkout Stat field will update to "Degree Awarded."
  31. Further edits will require a user to revoke the degree or make updates on the Student Degree page. Follow the Remove (Revoke) a Degree QRG to revoke a degree

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 Panopto

View the external link to Award a Certificate without Recording the Application. This link will open in a new tab/window.

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