Self-Service Graduation Setup
Purpose: Use this document as a reference to set up self-service graduation in ctcLink.
Audience: Student Records Staff
You must have at least one of these local college-managed security roles:
Academic Institution Table:
- ZD SACR Found Tbl Config Inq
- ZD SR Super User
Academic Calendar:
- ZD SACR Found Tbl Config Inq
- ZD SACR Term Config
- ZD SR Super User
- ZZ SACR Term Config
You must also set these SACR Security permissions:
Please contact your local college supervisor or IT Admin to request role access if you need assistance with the above security roles or SACR Security permissions.
What Self-Service Apply for Graduation Does
- Self-Service allows students to submit their graduation application online through a single transaction. When a student successfully applies:
- A new, effective-dated Program/Plan row is created with a Program Action of Data Change.
- The student’s Degree Checkout Status is automatically updated to Applied.
- Institutions can then use Graduation Processing to:
- Identify students who have submitted a self-service graduation application.
- Track their progress through degree checkout stages.
- Update Degree Checkout Status as students move through the graduation review workflow. 💡Institutions can update the Degree Checkout Status for multiple students at once by following the Using Graduation Processing to Update the Checkout Status QRG. This process helps staff to manage groups of graduation applications.
Required Setup Steps
Navigation: Set Up SACR > Foundation Tables > Academic Structure > Academic Institution Table > Academic Institution 8
Usage
- Enables and configures self-service graduation at the institution level.
- Settings here can be overridden at the academic career or program level if needed.
- This page is required for self-service graduation functionality to work correctly.
Self Service Eligible to Apply Setting
The Eligible to Apply setting allows institutions to control whether students must meet a specific Degree Checkout Status before the Apply for Graduation link appears in Self Service. Colleges can submit a CS Support ticket to request modifications to the Eligible to Apply settings.
Behavior When Unchecked
- The Apply for Graduation link appears in the student's self-service.
- If the student’s Degree Checkout Status is blank on the Student Program/Plan page (Student Degrees tab), the Apply for Graduation link will display automatically.
- No additional status validation occurs.
- Use this option if your institution does not require pre-screening of students before they apply for graduation.
Behavior When Checked
- The system requires the student’s Degree Checkout Status to equal Eligible to Graduate before the Apply for Graduation link appears.
- Eligible to Graduate is a delivered Degree Checkout Status.
- This setting allows institutions to pre-identify students who:
- Are ready to graduate, or
- Are nearly ready and permitted to submit their application.
- This ensures that only pre-qualified students have access to the Apply for Graduation link.
Graduation Status Alternate Label
The Grad Status Alternate Labels section allows institutions to replace internal Degree Checkout Status codes with student-friendly messages. These custom messages appear on the student-facing View Graduation Status page, ensuring students see clear, understandable wording rather than delivered statuses.
Colleges can submit a CS Support ticket to request that delivered statuses (e.g., Program in Review, Approved, Denied, Withdrawn) be assigned alternate labels. When the Degree Checkout Status changes, the system automatically displays the alternate label to the student.
Navigation: Set Up SACR > Foundation Tables > Term Setup > Academic Calendar
Usage
- For each graduation term, define:
- Graduation application dates are when a student may apply for graduation.
- Graduation instructions.
- Students will only see graduation terms where the current date falls within the valid date range set on this page.
- The Allow Self-Service Update Until field is not used by our institutions and does not need to be populated. Graduation application availability is controlled exclusively by the Range Start Date and Range End Date fields. Leave this field blank.
0 Comments
Add your comment