Enrollment Appointment Process

Purpose: Use this document as a suggested step-by-step process for assigning Enrollment Appointments.

Audience: Student Records staff.

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

  • ZD SACR Found Tbl Config Inq
  • ZD SACR Term Config
  • ZD SR Super User
  • ZZ Early Alert Reviewer 2
  • ZZ SACR Term Config
  • ZZ Student Alert Config

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

Enrollment Appointments

1 - Maintaining the Term/Session Table

Term and session dates are managed locally; reviewing them before each term is essential to ensure accuracy. The Term/Session Table must be correct as several processes depend on it. Further, ensure that you only work with your institution's data.

Related QRG(s):

  1. Maintaining the Term/Session Table
2 - Maintaining the Academic Calendar

Term/Session Table dates must be established before maintaining the Academic Calendar.

Related QRG(s):

  1. Maintaining the Academic Calendar
  2. Maintaining the Term/Session Table
3 - Add, Inactivate and View Student Groups

In ctcLink, student groups are used for several purposes. Student groups provide users with information about students' specific characteristics. Other Student Groups are eligible for financial waivers. In this case, appointments can be assigned to students who meet the criteria via Student Groups.

Related QRG(s):

  1. Add, Inactivate, and View Student Groups
4 - Create and Update the Enrollment Appointment Table

The Appointment Table must be created for each term, where enrollment appointments will be assigned. Appointments are created for each session unless the Dynamic Dated Session and OEE session will use the same Appointments as the Regular Session.  If DYN and OEE share appointments with the Regular Academic Session set the Appointment Control Session to drop down on the pages for those sessions to Regular Academic Session.

Related QRG(s):

  1. Create and Update the Enrollment Appointment Table
5 - Create Student Appointment Blocks

Student Appointment Blocks allow a college to assign enrollment appointments to different populations of students. For example, your college can create blocks for Student Groups or Cumulative Units. 

Student Appointment Blocks are not termed specific; therefore, you will not have to set up Student Appointment Blocks before each term. However, block adjustments can be made if there are changes in the criteria. For example, a new Student Group has been created, or a decision to modify Cumulative Units will require you to update your Student Appointment Blocks. 

 Related QRG(s):

  1. Create Student Appointment Blocks
6 - Assigning Enrollment Appointments in Batch

Enrollment appointments allow an institution to allocate student self-service enrollment and planning periods. Assigning appointments combines enrollment dates and times (Appointment Table) with the Student Appointment Blocks. Students will view their appointments in their Student Center when the process is complete.

Related QRG(s):

  1. Assign Enrollment Appointments in Batch
7 - Assigning and Maintaining Enrollment Appointments for Individual Students

Sometimes, a student does not receive an appointment through the batch process. If this occurs, you can assign the student an individual enrollment appointment according to your college's local business processes. Select your institution before viewing an enrollment appointment for a student with multiple institutions.

Related QRG(s):

  1. Assign and Maintain Enrollment Appointments for Individual Students
8 - Defining Appointment Enrollment Limits

On the Appointment Limits Table page, you can define full-time and part-time maximum unit limits for each term session at your institution. Each group with varying enrollment unit restrictions must have its appointment limit ID.

During enrollment, the enrollment engine compares the number of units the student requests with the enrollment limits applicable to their enrollment appointment. The enrollment engine evaluates the student's primary academic program's session enrollment limits if the student meets the enrollment limit requirements for the appointment (as defined on the Session page of the Academic Program Table component).

In the event the student has met the enrollment limits for the session, the system will then examine the term enrollment limits (as defined on the Enrollment page of the Academic Program Table) and term unit limits overrides (as described on the Enrollment Limit page of Term Activation) for the student's primary academic program. An enrollment request is passed to the following processing stage if the student meets the enrollment limit requirements for the term. If the student does not meet the criteria at any stage, the enrollment request is not processed, and the student receives an error message.

Related QRG(s):

  1. Define Appointment Enrollment Limits


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