Matriculating an Applicant into a Student

Purpose: Use this document as a reference for matriculating an applicant into a student in ctcLink.

Audience: Admissions Staff

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

  • ZC AD App Entry
  • ZC CC SOGI
  • ZD AD App Entry
  • ZD CC SOGI
  • ZZ AD App Entry
  • ZZ CC SOGI

You must also set these SACR Security permissions:

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

Maintain Applications

Navigation: Student Admissions > Application Maintenance > Maintain Applications

or

Navigation: ctcLink CS Staff Homepage > Admissions Processing (tile)> Processing Applications > Maintain Applications

  1. The Maintain Applications search page displays.
  2. Select the appropriate Academic Institution.
  3. Enter additional Search Criteria to locate the applicant (e.g., Application Nbr, ID, National ID, Last Name/First Name).
    • Tip: Delete the “0” in the Application Program Nbr field to view all applications submitted by the student.
    • Select the Include History checkbox to display the applicant’s full history.
  4. Click Search.
  5. The Biographical Details tab displays. Select the Application Data tab.

Application Data Tab

  1. In the File Information section, check the Complete box if the application is complete. ✅This will signal in the student’s Self-Service Center that the application is complete.
  2. Enter the Date the application is marked complete.
    • Note: The External Application Nbr is populated if the student applied through the Online Admissions Application (OAAP).
    • Select the Application Program Data tab.

Application Program Data Tab

  1. In the Program Data section, click the Add a New Row [+] icon to create a new effective-dated row.
    • The Academic Plan selected by the student (via OAAP or paper) will auto-populate.
    • The Sub-Plan (optional) will also populate if entered.
  2. The new effective-dated row displays.
    • ⚠️Important: If the student intends to enroll in the current term, ensure the effective date of the MATR (matriculation) row is before the term start date.
      • Example: If a student is matriculated on 9/20/2024 and the fall term began on 9/19/2024, the student will not be term activated or enrolled for fall. In this case, the effective date must be backdated to before 9/19/2024.
  3. In Program Action, select MATR.
  4. Click Create Program.
    • This matriculates the applicant and creates the Student Program/Plan with the Academic Plan and Sub-Plan (if applicable).
  5. Once Create Program is selected, the button will gray out.
    • To reverse, update, or change the Program Action, add a new effective-dated row.

Video Tutorial

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

View the link to Matriculating an Applicant into a Student.  This link will open in a new tab/window.

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