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. The steps below demonstrate changing the course unit credit amounts.

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: Curriculum Management > Course Catalog > Course Catalog

  1. The Course Catalog search page displays and defaults to the Find an Existing Value tab.
  2. Enter search criteria.
  3. Select the Include History checkbox.
  4. Select Search.
  5. The Catalog Data page displays.
  6. Select the Add a New Row [+] icon to insert a new effective-dated row.
  7. Enter an Effective Date prior to the affected term's 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.
  8. Select the Components tab.
  9. In the Course Component and Attributes sections, update the Units accordingly to match the change.
  10. Select Save.
Catalog Data tab
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: 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.

  1. The Course Roll search page displays.
  2. Enter search criteria:
    • Academic Institution – enter the institution code (e.g., WA220 Tacoma CC).
    • Term – enter or look up the term code (e.g., 2253).
    • Subject Area – enter or look up the subject (e.g., EDUC&).
    • Enter additional criteria as needed to narrow the search results.
  3. Select Search.
  4. The Course Roll page displays.
  5. Select the Course Roll button.
  6. Select Save to initiate the roll process.
Course Roll Page
Adjust Class Associations

Navigation: 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.

  1. The Adjust Class Associations search page displays.
  2. Enter the search criteria:
  3. Academic Institution – enter or select the institution code (e.g., WA220 Tacoma CC).
  4. Term – enter or look up the term code (e.g., 2253).
  5. Subject Area – enter or look up the subject (e.g., EDUC&).
  6. Catalog Nbr – enter or look up the catalog number (e.g., 115).
  7. Select Search.
  8. The Class Associations tab displays by default.
  9. If applicable, select View All to display all associated classes.
  10. In the Class Associations section, update the Units (e.g., from 5.00 to 4.00).
  11. A warning may appear indicating students are enrolled or waitlisted.
  12. Select OK to continue.
Class Associations page
  1. Select the Components tab.
  2. The Components page displays.
  3. Update the Units and Contact Hours in the Course Component section.
  4. If multiple sections are listed, update each section as needed.
Adjust Class Associations Course Component
  1. Return to the Class Associations tab.
  2. Select the Class Roll button.
  3. Once the roll is complete, a message box displays with important information.
    • 💡Note the generated Enrollment Request ID for future processing.
  4. Select OK, then Save.
Enrollment Requiest ID displays

Class Roster

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.

Navigation: Curriculum Management > Class Roster > Class Roster

Before proceeding to the next step (Block Enroll Merge), run a class roster to verify the before-and-after results and ensure appropriate course changes.

  1. Class Roster (before). Units are at 5.0 until we run the next process.
Class Roster
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: 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. 

  1. The Block Enroll Merge search page displays.
  2. Enter the Enrollment Request ID in the Enrollment Request ID field.
  3. Select Search.
  4. The Block Enroll Merge tab displays.
  5. Confirm the Request Status is Pending.
  6. Select Submit.
  7. When the process completes:
  8. The Request Status updates from Pending to Success. If errors occur, the status will display as Errors.
  9. In the Filtering Criteria section, select Retrieve.
  10. The Block Enroll Detail page displays.
  11. Select DETAIL to view a student's enrollment request.
  12. The student's Enrollment Request information displays, including enrollment results and messages.
Block Enroll Detail page

Class Roster

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.

Navigation: Curriculum Management > Class Roster > Class Roster

Run a class roster to verify results to ensure appropriate course changes.

  1. Class Roster (after). Units updated to 4.0.  📌Reminder: Due to changes, the student's tuition and fees will be updated accordingly.
  2. Process complete.

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