Automate the Assignment of Running Start Student Groups

Purpose:  Use this document as a reference on how to automate assigning running start student groups.

Audience:  Student Records staff.

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

  • ZC CS Student Groups
  • ZZ CS Student Groups

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

You also must set the following SACR Security permission:

Overview

🔄This process assigns and inactivates SRSL and SRSR student groups using the Process Student Groups page and scheduled queries. The first term a student qualifies, the group must be manually assigned; afterward, recurring processes can automate assignment and inactivation based on eligibility.

🧮Scheduling should align with tuition calculation timing to ensure eligible students have the correct student group applied before daily and weekly tuition calculations.

Records and Enrollment > Career and Program Information > Process Student Groups

Expand or collapse content Assign SRSL

Create Run Control

  1. If you have run this process or report in the past, on the Find an Existing Value page, enter an existing Run Control ID or select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button.
  2. 📝It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to follow the same process-naming convention but be unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_RS_STUGRP_SRSL_1.

Select Query

  1. The Process Student Groups page displays.
  2. Select Selection Tool = "PS Query."
  3. Select Query Name:  
    • QCS_SR_EV_NO_RS_SG_LOW_INC (Queries use the STDNT_GRP_BIND record).
  4. Select the Edit Prompts link.
  5. Enter your Institution and Term.
PeopleSoft Process Student Groups page showing Population Selection using PS Query QCS_SR_EV_NO_RS_SG_LOW_INC with a Query Prompts window displaying Institution WA220 and Term 2263.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up the  Student Group: SRSL.
  3. Enter or look up the Effective Date.
  4. Best Practice:
    • Enter the Effective Date before the first term to which it applies.
    • Select Active from the Effective Status drop-down list.
  5. Select the Run button.
PeopleSoft Process Student Groups page showing Population Selection using PS Query QCS_SR_EV_NO_RS_SG_LOW_INC with Academic Institution WA220, Student Group SRSL, Effective Date 04/01/2026, and Effective Status Active.

Recurring Process Setup

  1. Follow the Manually Setting up Recurrences for Jobs QRG to create a scheduled recurring process.
  2. 💡Scheduling Consideration:
    • Consider when tuition is calculated to ensure all students with an EV have the group applied during daily and weekly tuition calculation cycles.
Expand or collapse content Assign SRSR

Create Run Control

  1. If you have run this process or report in the past, on the Find an Existing Value page, enter an existing Run Control ID or select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button.
  2. 📝It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to follow the same process-naming convention but be unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g.,  WA220_RS_STUGRP_SRSR_1.

Select Query

  1. The Process Student Groups page displays.
  2. Select the Selection Tool = "PS Query."
  3. Select the Query Name:
    • QCS_SR_EV_NO_RS_SG (Queries use the STDNT_GRP_BIND record).
  4. Select the Edit Prompts link.
  5. Enter your Institution and Term.
PeopleSoft Process Student Groups page showing Population Selection using PS Query QCS_SR_EV_NO_RS_SG with a Query Prompts window displaying Institution WA220 and Term 2263.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group: SRSR.
  3. Enter or look up the Effective Date.
  4. Best Practice:
    • Enter the effective date before the first term to which it applies.
    • Select Active from the Effective Status drop-down list.
  5. Select the Run button.
PeopleSoft Process Student Groups page showing Population Selection using PS Query QCS_SR_EV_NO_RS_SG with Academic Institution WA220, Student Group SRSR, Effective Date 04/01/2026, and Effective Status Active.

Recurring Process Setup

  1. Follow the Manually Setting up Recurrences for Jobs QRG to create a scheduled recurring process.
  2. 💡Scheduling Consideration:
    • Consider when tuition is calculated to ensure all students with an EV have the group applied during daily and weekly tuition calculation cycles.
Expand or collapse content Inactivate SRSL

Create Run Control

  1. If you have run this process or report in the past, on the Find an Existing Value page, enter an existing Run Control ID or select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button.
  2. 📝It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to follow the same process-naming convention but be unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_RS_STUGRP_SRSL_INACTV.

Select Query

  1. The Process Student Groups page displays.
  2. Select Selection Tool = "PS Query."
  3. Select Query Name:
    • QCS_SR_ADD_CORR_ROW (Queries use the STDNT_GRP_BIND record).
  4. Select the Edit Prompts link.
  5. Enter the following:
    • Your Institution
    • Existing Eff Date: The Effective Date used for activating SRSL.
    • Target Eff Date: The Effective Date to be used for the Inactive row. Set the effective date of the inactive row to one day after the end of the term.
    • Target Status: Inactive.
    • Group Name: SRSL.
    • Existing Status: Active.
PeopleSoft Process Student Groups page showing PS Query QCS_SR_ADD_CORR_ROW with Query Prompts window displaying Institution WA220, Existing Effective Date 04/01/2026, Target Effective Date 06/19/2026, Target Status Inactive, Group Name SRSR, and Existing Status Active.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up the Student Group: SRSL.
  3. Enter the following:
    • Your Institution.
    • SRSL for Student Group.
    • The same Effective Date that was entered for the Target Eff Date.
    • Inactive status.
PeopleSoft Process Student Groups page showing PS Query QCS_SR_ADD_CORR_ROW with Academic Institution WA220, Student Group SRSL, Effective Date 06/18/2026, and Effective Status Inactive.

Recurring Process Setup

  1. Follow the Manually Setting up Recurrences for Jobs QRG to create a scheduled recurring process.
  2. 💡Scheduling Consideration:
    • Schedule after the active row job runs.
    • The Active row must exist before the process can apply the corresponding Inactive row.
    • Consider the timing of tuition calculation to ensure correct group status during daily and weekly processing.
Expand or collapse content Inactivate SRSR

Create Run Control

  1. If you have run this process or report in the past, on the Find an Existing Value page, enter an existing Run Control ID or select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button. 
  2. 📝It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_RS_STUGRP_SRSR_INACTV.

Select Query

  1. The Process Student Groups page displays.
  2. Select Selection Tool = "PS Query."
  3. Select Query Name:
    • QCS_SR_ADD_CORR_ROW (Queries use the STDNT_GRP_BIND record).
  4. Select the Edit Prompts link.
  5. Enter the following:
    • Your Institution.
    • Existing Eff Date: The Effective Date used for activating SRSR.
    • Target Eff Date: The Effective Date to be used for the Inactive row. Set the effective date of the inactive row to one day after the end of the term.
    • Target Status: Inactive.
    • Group Name: SRSR.
    • Existing Status: Active.
PeopleSoft Process Student Groups page showing PS Query QCS_SR_ADD_CORR_ROW with Query Prompts window displaying Institution WA220, Existing Effective Date 04/01/2026, Target Effective Date 06/18/2026, Target Status Inactive, Group Name SRSR, and Existing Status Active.

Enter Student Group Data

  1. Enter or look up the Academic Institution.
  2. Enter or look up Student Group: SRSR.
  3. Enter the following:
    • Your Institution.
    • SRSR for Student Group.
    • The same Effective Date that was entered for the Target Eff Date.
    • Inactive status.
PeopleSoft Process Student Groups page showing PS Query QCS_SR_ADD_CORR_ROW with Academic Institution WA220, Student Group SRSR, Effective Date 06/18/2026, and Effective Status Inactive.

Recurring Process Setup

  1. Follow the Manually Setting up Recurrences for Jobs QRG to create a scheduled recurring process.
  2. 💡Scheduling Consideration:
    • Schedule after the active row job runs.
    • The Active row must exist before the process can apply the corresponding Inactive row.
    • Consider the timing of tuition calculation to ensure correct group status during daily and weekly processing.
  3. Process complete.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.