ctcLink Reference Center9.2 Campus Solutions9.2 CS - Student Records9.2 Transfer CreditUpdating External Organization School Course Classification & School Subject Maintenance

Updating External Organization School Course Classification & School Subject Maintenance

Purpose: Use this document as a guide to requesting record creation in School Course Classification and/or School Subject Maintenance Tables

Audience: Student Records Staff.

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

  • ZD CC Organizational Display
  • ZD CC Super user

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

Those building Transfer Credit Rules may need Courses or Subjects added to the catalog of the institutions they are transferring credit from. To add new Courses or Subjects to the catalog, file a ticket with an attached External Organization Record Request. File a ticket only if you want to add new Courses or Subjects, not to update existing records.

The External Organization Record Request file provides Support with the information needed to build a new Course or Subject. There is a tab for Courses and another for Subjects. Your file can include multiple organizations and as many courses and subjects as needed. Do not modify the file columns, and make sure that the provided field values follow the format listed below.

External Organization Record Request 

It is important that you only submit the data that needs to be addedPlease refrain from using this form to edit existing records.

How to convert a Google Sheet file to Excel:

  1. In the top-left corner, select File.
  2.  In the drop-down menu, hover over the option that says "Download."
  3. A menu appears. Select "Microsoft Excel (.xlsx)." The spreadsheet will convert into Excel format. Depending on your browser, the file will automatically download, or you will be prompted to download it to a specific file. 

External Org IDs are found in the Organization Table.

 Navigation: Campus Community > Organization > Create/Maintain Organization > Organization Table

If the Subject does not already exist, it must be added first. It is not necessary to submit Subject information for Subjects that already exist. Please only complete the Subject information when it needs to be added.

COURSE Tab Field
Entry Character Limit
External Org ID
Example: 000142583

School Subject Example: ENG 8
School Course Nbr Example: 246
Effective Date 01/01/1901
Status as of Effective Date
A
External Subject Area
UNID

External Career
Indicate: UGRD or CNED

External Course Type
CRS

Course Level
RG

Description
Example: Research Writing
30
Short Description
Example [Subject+Course]: ENGL246
10
External Units Example: 5 Decimals OK
SUBJECT Tab Field Entry Character Limit
External Org ID
Example: 000142583

School Subject
Example: ENGL
8
Effective Date
01/01/1901

Status as of Effective Date
A

Description
Example: ENGL

Short Description
Example: ENGL [Repeat Subject]

External Subject Area
UNID

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