9.2 Batch Activating and Batch Inactivating Student Groups

Purpose:  Use this document as a reference on how to batch assign student groups in ctcLink.

Audience:  Student Records staff.

Batch Activating Student Groups

Navigation:  NavBar > Navigator > Records and Enrollment > Career and Program Information > Process Student Groups

  1. The Process Student Groups Run Control ID search page displays.
  2. Select the Add a New Value tab to create a Run Control ID. It is important to note that Run Control IDs cannot be deleted; therefore, we encourage them to be reused. 
  3. Enter Run Control ID.
  4. Select Add.
Process Student Groups page
Population Selection - PS Query
  1. The Process Student Groups page displays. 
  2. Select Selection Tool = "PS Query."
  3. Select Query Name.  Note Select students using a query that contains the STDNT_GRP_BIND record.
  4. Select the Edit Prompts link and enter the appropriate information.
Enter Population Selection information
  1. Select Preview Selection Results.
  2. Select Return. 
Preview selection results
  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group.
  3. Enter or look up Effective Date. In general, it is best to enter the effective date before the first term that it applies to. Note: Remember to at least set the inactive row's effective date one day after the end of the term.
  4. Select Active from the Effective Status drop-down list.
  5. Optional:
    • The Comment text box is optional. If the comment is included, it will appear in the comments section on the assigned student group.
    • Student Override--Additional students can be added individually by selecting the Student Override checkbox. Students must have an active program plan stack and term activation.
  6. Select the Run button.
Select the Run button
  1. At the Process Scheduler Request page, select the SCC_STD_GRP checkbox.
  2. Select OK button.
Select SCC STD GRP
  1. Select the Process Monitor link and the Process Monitor page displays.
Select the Process Monitor link
  1. At the Process List page, ensure the Run Status runs to Success, and the Distribution Status runs to Posted.  You may select the Refresh button until the status is SuccessPosted.
Run Status is Success, Posted
  1. Process complete.
Population Selection - External File (Upload a Microsoft Excel CSV File)
  1. In the Population Selection section, select External File from the drop-down list.
  2. Upload your saved .csv file (with students' EMPLIDs) listed by selecting the Upload File button. The CSV file should not have a header row.
  3. Select the File Mapping looking glass and choose the file map name RSGROUPNOHEADER.
    • Select Preview Selection Results to review the format of the uploaded file.
    • Select Return after viewing results.
  4. Enter or look up the Academic Institution.
  5. Enter or Look up the Student Group.
  6. Enter or look up Effective Date. In general, it is best to enter the effective date before the first term that it applies to. Note: Remember to at least set the inactive row's effective date one day after the end of the term.
  7. Select Active from the Effective Status drop-down list.  
  8. Optional:
    • The comment text box is optional. If the comment is included, it will appear in the comments section on the assigned student group.
    • Student Override--Additional students can be added individually by selecting the Student Override checkbox. Students must have an active program plan stack and term activation.
  9. Select the Run button.

Note: If the external file selection tool process exceeds the maximum number of results (rows--e.g., 10,000) to return, the process will not process ANY of the uploaded IDs.

If you run a query to identify students and download results to an Excel file, you can experience issues. Please copy the query results and paste them into an Excel file for the best outcome. Save as a CSV file before using it.  

Enter External file information and select run
  1. At the Process Scheduler Request page, select the SCC_STD_GRP checkbox.
  2. Select the OK button.
Click SCC STD GRP and OK
  1. Select the Process Monitor link and the Process Monitor page displays.
Click the Process Monitor link
  1. At the Process List page, ensure the Run Status runs to Success, and the Distribution Status runs to Posted.  You may select the Refresh button until the status is SuccessPosted.
Status Success, Posted
  1. Process complete.

Security Information:

To access this page, users will need the ZZ CS Student Groups security role and have placement access for the Student Groups they intend to post to the student's records.  Placement access is granted in SACR Security for Student Administration - Student Groups, and the guide for Local Security Administrators to give this access is found on the ctcLink Reference Center, under Resources > PeopleSoft Security > CS Security: Student Group Security

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