9.2 Apply Course Catalog Changes to Student Enrollment
Purpose: Use this document as a reference when applying changes to courses and adjust class associations with student enrollment.
Audience: Course/Class builders, Records staff.
You must have at least one of these local college managed security roles:
- ZC CM Course Catalog
- ZD CM Course Catalog
- ZD CM Course and Class Inquiry
- ZD CM Local Configuration
- ZD FWL View Cnt Calc
- ZZ CM Course Catalog
- ZZ CM Local Configuration
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
There will be occasions when students are enrolled in classes, and changes need to be made. For example, the amount of units or the grading scheme has changed for a particular course.
One solution is to build new class sections after the changes are complete at the course level. Then, you remove the students from the incorrect section into the new correct section through quick enroll, enrollment request, or block enrollment--resulting in additional steps. The process described in this document requires fewer steps but yields the same results.
Update the Course Catalog
Navigation: NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog
The following steps demonstrates changing the course unit (credit) amounts from 4.00 to 3.00 units.
- The Course Catalog search page displays. It defaults to the Find an Existing Value tab.
- Enter course search criteria and select the Include History checkbox.
- Select Search.
- The Catalog Data page displays.
- Select the [+] plus icon to insert a new effective dated row.
- The Effective Date must be before the term begin date.
Effective Dates for Course Catalog changes must be dated between terms and should not be made during a term—forward date any changes to an agreed-upon date followed by your colleges local business process. Any classes scheduled after this effective date will pick up the new catalog data.
- Change Unit amounts in the Course Units/Hours/Count section. For example, 4.00 to 3.00 units.
- Select the Components tab.
- Change Unit amounts in the Course Component and Attributes sections.
- Select Save.
Roll Curriculum Data Forward
You must have at least one of these local college managed security roles:
- ZC CM Course Catalog
- ZD CM Course Catalog
- ZD CM Course and Class Inquiry
- ZD CM Local Configuration
- ZZ CM Course Catalog
- ZZ CM Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: NavBar > Navigator > Curriculum Management > Roll Curriculum Data Forward > Course Roll
Use the Course Roll page to select a course offering that is already scheduled and, if necessary, to synchronize the sessions with the latest course catalog information.
- The Course Roll search page displays. Enter the appropriate search criteria.
- Academic Institution - institution code (e.g. WA171 for Spokane Community College).
- Term – enter or look up (e.g. 2147 for Fall 2014).
- Subject Area– enter or look up (e.g. ENGL for English).
- Enter additional search criteria to narrow results.
- Select Search.
- The Course Roll page displays.
- Select Course Roll and then Save.
Adjust Class Associations
Navigation: NavBar > Navigator > Curriculum Management > Schedule of Classes > Adjust Class Associations
ctcLink creates the Class Association page when you enter and save the schedule of classes. The associated class number links all class sections that constitute a single course offering. ctcLink populates all of the fields on this page by default from the course catalog.
- The Adjust Class Associations search page displays. Enter the appropriate search criteria.
- Academic Institution: enter or select the appropriate college code (e.g. WA171 for Spokane Community College).
- Term: enter or lookup the term (e.g. 2207 for Fall 2020).
- Subject Area: enter or lookup the subject (e.g. AGGEN for Agriculture, General).
- Catalog Nbr: enter or lookup the catalog number (e.g. 151).
- Select Search.
- The Class Associations tab defaults. Use it to adjust units. For example, 4.00 to 3.00 units.
- If applicable, select View All to view all associated classes.
- Change Unit amounts in the Class Associations section.
A warning will appear reminding you that students are enrolled/ wait listed. Select OK.
- Select the Components tab .
- The Components page displays.
- Change unit amounts in the Course Component section and Contact column.
If there is more than one section, make changes to all sections.
- Go back to the Class Associations tab and Select Class Roll.
- Once the Class Roll is complete, an important message appears. The message box contains the information needed for the next steps. Note the generated Enrollment Request number.
- Select OK then Save.
You must have at least one of these local college managed security roles:
- ZD CM Class Roster
- ZD CM Course and Class Inquiry
- ZZ CM Class Roster
- ZZ CM Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Before proceeding to the next step, run a class roster to verify before and after results to ensure appropriate course changes.
Navigation: NavBar > Navigator > Curriculum Management > Class Roster > Class Roster
Class Roster (before). Units are at 4.0 until we run the next process.
Block Enroll Merge
You must have at least one of these local college managed security roles:
- ZC CM Class Maintenance
- ZD CM Class Maintenance
- ZD FWL View Cnt Calc
- ZZ CM Local Configuration
- ZZ FWL Adjust Class
- ZZ FWL Contract Calc
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: NavBar > Navigator > Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge
To process student enrollment transactions rolling from the Class Table, enter the noted Enrollment Request number generated on the Adjust Class Associations page.
- The Block Enroll Merge search page displays.
- Enter the Enrollment Request number in the Enrollment Request ID field.
- Select Search.
- The Block Enroll Merge tab displays.
- Note the Request Status Pending.
- Select Submit.
- When the process completes, Request Status changes from Pending to Success. If there were errors during the process, the status would read Errors.
- To view block enroll details, select Retrieve in the Filtering Criteria section.
- Block Enroll Detail page displays.
- Select DETAIL to view the student's enrollment request information.
- Student's enrollment request information displays.
You must have at least one of these local college managed security roles:
- ZD CM Class Roster
- ZD CM Course and Class Inquiry
- ZZ CM Class Roster
- ZZ CM Local Configuration
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Run a class roster to verify results to ensure appropriate course changes.
Navigation: NavBar > Navigator > Curriculum Management > Class Roster > Class Roster
- Class Roster (after). Units updated to 3.0.
Reminder: Because changes occurred, the student's tuition and fees will change.
- End of procedure.
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