Running Batch Term Activation Based on Admit Term

Purpose: Use this document as a reference for running term activation for concurrent enrollment for multiple terms in ctcLink.

Audience: Student Records staff.

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

  • ZD SACR Student Grp Config
  • ZZ SACR Student Grp Config

You must also set these SACR Security permissions:

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

Step 1 - Set up Applicant Student Group

Navigation: Set Up SACR > Common Definitions > Student Group Table

Student Group Naming Convention: Student Groups codes are four characters in length. They must begin with one of the following department codes. The last three characters are descriptive.

  • A - Admissions
  • B - Student Financials (Bursar)
  • F - Financial Aid
  • G - Advising
  • R - Student Records
  • S - Global S codes reserved for SBCTC -- Do not use

Do not use spaces or special characters in a Student Group code.

📢Important Term Activation Setup:
  1. Step 1: If you’re going to run summer and fall at the same time, you need a summer Student Group and a fall Student Group.
    Example: RTA5 (summer) and RTA7 (fall).
  2. Step 2: You need one run control ID to assign students in the Student Group per term.
  3. Step 3: You need one run control ID per term-specific Student Group to term activate the students.
    When running two terms at a time (summer/fall together), you need one run control ID per term:
    • WA070_BATCH_TERM_ACTIVATE_SUMMER
    • WA070_BATCH_TERM_ACTIVATE_FALL
  1. The Student Group Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter or look up the Academic Institution.
  4. Enter a new Student Group (maximum of 4 characters).
  5. Select Add.
  6. The Student Group Table page displays.
  7. Enter the Effective Date.
  8. Confirm the Status defaults to "Active."
  9. Enter a Description (maximum of 30 characters).
  10. Enter a Short Description (maximum of 9 characters).
  11. Select Save in the lower-left corner.
Click to copy
Populate Applicant Student Group
Step 2 - Populate Applicant Student Group

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

  • ZC CS Student Groups
  • ZZ CS Student Groups

You must also set these SACR Security permissions:

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 > 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.
  3. Select the Find an Existing Value to enter an existing Process Student Groups Run Control ID by selecting Search.
    • 💡It is important to note that Run Control IDs cannot be deleted;  therefore, we encourage them to be reused only for the same process. Because of this, including your institution code and a  short process description in the Run Control ID is recommended--e.g.,  WA220_STUDENT_GROUP_BATCH.  Your Run Control ID for Step 2 and  Step 3 should have different names.
  4. Select Add.
  5. The Process Student Groups page displays.
  6. Set Selection Tool to "PS Query."
  7. Select a Query Name:
    • QCS_AD_ADMT_TERM_POPSEL – uses the Admit Term on the Admissions Program Plan Stack
    • QCS_SR_ADMT_TERM_POPSEL – uses the Admit Term on the Student Records Program Plan Stack
  8. Click Edit Prompts:
    • Enter or look up the Academic Institution
    • Enter or look up the desired Admit Terms
      • Both queries allow up to five terms
      • If only entering one term, repeat it in all five fields
  9. Enter the Student Group in the Exclude Stdnt Grp prompt.
    • This prevents assigning an additional active row to students already in the group
    • If using an existing Student Group, ensure it is empty before use
    • To remove students from a group, use the QCS_SR_INACT_STDNT_GRP_POPSEL query and add an inactive row
  10. Select Preview Selection Results to view student IDs.
  11. Click Return.
  12. Click OK.
  13. Enter Student Group Data:
    • Enter or look up the Academic Institution.
    • Enter or look up the Student Group.
    • Enter or look up the Effective Date. 💡Must be before the term activation job run date.
    • Select Active from the Effective Status drop-down.
    • (Optional) Enter a Comment – appears on the assigned Student Group.
    • (Optional) Use the Student Override checkbox to add students individually.
    • 💡Students must have an active program plan stack and be term activated
  14. Select Run in the top-right corner.
  15. On the Process Scheduler Request page:
    • Check the SCC_STD_GRP checkbox
    • Click OK
  16. 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 Success, Posted.
Process Stidemt Groups
Step 3: Term Activate Student Group

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

  • ZZ SR Batch Term Activation

You must also set these SACR Security permissions:

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 > Term Processing > Term Activation > Term Activation Batch Process

  1. The Term Activation Batch Process Run Control ID search page displays.
  2. Select the Add a New Value tab to create a Run Control ID.
  3. Select the Find an Existing Value to enter an existing Process Student Groups Run Control ID by selecting Search.
    • 💡It is important to note that Run Control IDs cannot be deleted; therefore, we encourage their reuse. Given this, including your institution code and a brief process description in the Run Control ID is recommended — e.g., WA220_BATCH_TERM_ACTIVATE_ADMIT.  
    • 💡When running two terms at a time (summer/fall together), you need one run control ID per term--one for summer, one for fall, etc.--WA220_BATCH_TERM_ACTIVATE_SUMMER & WA220_BATCH_TERM_ACTIVATE_FALL.
  4. Select Add.
  5. Use the Selection 1 page to enter request parameters. These define the processing rules and data to include during the run.
  6. On the Selection 1 tab, complete at least the required fields:
    • Institution: (e.g., WA220 for Shoreline Community College)
    • Academic Career: (e.g., UGRD for Undergraduate)
    • Actvtn Term: The term to be activated (e.g., 2257)
    • Commit Freq:
      • Defines the number of student records to process before committing to the database.
      • Default is 1000.
      • Consult your Database Administrator for the appropriate setting.
      • If this number exceeds the total processed rows, data is committed only once at the end.
  7. Run Mode:
    • Insert – Processes only students who have not yet been activated for the specified term. Adds new term rows if eligible.
    • Update – Processes only students who are already activated. Updates existing term data if eligible.
  8. Selection Criteria:
    • Panel Criteria – Uses the fields in the component to determine eligible students.
    • Custom Population – Use when additional or conversion-specific criteria are needed for one or multiple terms.
  9. Student Group: Enter or look up the Student Group created in earlier steps.
  10. Global Exclusion Rule (optional):
  11. Select Run in the top-right corner of the page.
  12. Ensure the Term Activation process is selected on the Process Scheduler Request page.
  13. Select OK.
  14. Select the Process Monitor link.
  15. Click Refresh as needed until:
    • Run Status = Success
    • Distribution Status = Posted
  16. Process complete.
Batch Term Activation

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