Quick Enroll a Student

Purpose: This document is a reference for processing quick enrollments in ctcLink.

Audience: All staff.

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

  • ZD SR Enroll Students
  • ZD SR Super User
  • ZZ SR Enroll Students

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

You must also set the following SACR Security permissions:

Quick Enroll

Navigation: Records and Enrollment > Enroll Students > Quick Enroll a Student

  1. The Quick Enroll a Student search page displays.
  2. The Quick Enroll a Student page displays. Click the Add a New Value tab.
  3. Add the student's EMPLID number to the ID field.
  4. Enter or look up the Academic Career by selecting the looking glass.
  5. Enter or look up the Academic Institution by selecting the looking glass.
  6. Enter or look up the Term by selecting the looking glass.
  7. Select Add.
  8. Select the Action drop-down menu and select the desired option.
    1. Enroll– Enroll students in the appropriate class.
    2. Swap– Allows the user to drop one class and add another class. When Swap is used, the Change To field will be displayed. Enter the course being dropped in the Class Nbr field and enter the new course in the Change To field.
  9. Select the Class Nbr lookup icon to select the appropriate class.
  10. Select the Add a New Row (+) button to add additional rows to add other classes.
  11. Select the Units and Grade tab.
  12. Select the Repeat Code lookup icon and adjust the code if necessary.
  13. Select the Other Class Info tab.
  14. Enter the position number in the Permission field for the class if needed.
  15. Select the General Overrides tab.
  16. If necessary, select the appropriate checkboxes to override various settings based on the college's business processes.
  17. Select the Class Override tab.
  18. Select the appropriate checkboxes to override various settings based on the college business processes.
  19. Select the Submit button.
  20. Verify the status for each class is Success.
  21. select the Errors link to view the message if there are errors.
  22. Once errors are fixed, select the Submit button until each class has a Success status.
  23. Process complete.
Action Description
Add Grade Select to add a grade to the student's enrollment record for the class. 
Change Grade Select to change a grade on the student's enrollment record for the class.
Change Wait List Position
 Select to change the student's waitlist position for the class.
Drop
 Select to drop the student from the class.
Drop to Wait List
 Select to drop the student from the class and move the student to the wait list for that class.
Enroll
 Select to enroll the student in the class.
Normal Maintenance
 Select to update the student's enrollment record for the class in normal maintenance mode. The updated items include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. You can update these items by using the normal maintenance action
rather than dropping the class and re-adding it with the new information. In addition, use the Normal Maintenance to change the student's Program associated with an enrollment record.
Remove Grade
 Select to remove a grade from the student's enrollment record for the corresponding class.
Swap Courses
 Select to enable the student to swap the class in which they are enrolled for different classes. The Change To field becomes available to enter the new class section where the student wants to enroll. You can also use this option to swap students' enrollment from one related class section to another related class section. List the enrollment class section in the Class Nbr (class number) and Change To fields, select a different related class, and then submit the enrollment transaction.

Enrollment Overrides

This information explains the enrollment override options.

Override

Explanation

Appointment

Select to allow override of appointment date, time and unit maximums set on enrollment appointments.

Unit Load

Select to allow override of any unit limits, minimum or maximum.

Time Conflict

Select to allow student to enroll in courses scheduled for the same dates/times.

Action Date

Select to make the Action Date field available so you can enter a different processing date.

Designation

Select to allow adding a requirement designation for a class that does not have one. Also, select to allow omitting a requirement designation that is required.

Career

Select to allow a student to enroll in a class outside of their program's academic career (e.g. Continuing Education student enrolling in an academic course without a academic program stack)

Service Indicator

Select to allow override of any holds (unusual action codes) that the student has so that enrollment is allowed.

Requisites

Select to allow override of requisite checking, allows student to enroll in a course when they do not meet the requirement.

Closed Class

Select to allow enrollment in classes that are closed due to capacity size (e.g. full class section). Also select to allow placing a student on the waiting list if waiting list capacity is full.

Class Links

Select to allow an add or drop without all the required related component sections in a class association group. Select also to allow enrollment into a non-enrollment type section and to allow multiple enrollments in a course.

Class Units

Select to adjust the units for a variable unit course.

Grading Basis

Select to allow override of the grading basis established for the class. (e.g. Changing a student from Graded to P/NP).

Permission Nbr. 

Select to input a student's permission number to enroll in a class.

Dynamic Dates

The system populates this field by default with a value of 'N'. A DMS script sets the value to 'Y' for those access IDs that allow access to all existing overrides. Review your security setup and set this value accordingly. Not typically used.

Wait List Okay

Select to allow the addition of a student to the waiting list of a class section when the class section, combined section, or reserve capacity is full.


Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Quick Enroll a Student. This link will open in a new tab/window.

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