9.2 Assign a Waiver for Multiple Students

Purpose: Use this document as a reference for how to assign waivers to a group of students in ctcLink.  Visit the State Boards Tuition Waivers page.

Audience: Student Financials staff.

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

  • ZZ SF Processing
  • ZZ SF Tuition and Fees

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

For creating/adjusting/updating waiver setup, a ticket must be submitted to SBCTC for review/approval.

This process only works with waivers that have no criteria.

Navigation:  NavBar > Navigator > Student Financials > Tuition and Fees > Calculate Batch Tuition > Mass Assign Student Waivers

  1. The Mass Assign Student Waivers search page displays.
  2. Search for an existing Run Control ID or add a new value using the Add a New Value tab.
  3. Select the Search or Add button.
Mass Assign Student Waivers search page'
  1. The Mass Assign Student Waivers page displays.
  2. In the Population Selection section, choose a Selection Tool:
    1. External File - uploads a .CSV file with student information. You will need to create File Mapping which is a unique definition to be linked to the file. 
    2. PS Query - uses a population selection query to select students based on specific criteria.
  3. For this QRG, select External File.
  4. Select the Upload button that becomes visible.  Complete the Upload process.
  5. Select the Create File Mapping link.
  6. The Population Selection File Map page displays.
  7. You can use any naming convention for the File Mapping. Check mark the Header Row box and identify the row (typically 1). Leave the rest of the fields as is. Enter 1 in the Field Number for ID (this could be any column according to your file format).
  8. Select the OK button.
Population Selection File Map
  1. The Mass Assign Student Waivers page displays.
  2. Enter the Business Unit, Term, Waiver Code, and Status. 
  3. Leave the Effective Date blank. This will make the waiver effective for the entire term.
  4. The Description is an optional field.
  5. You can change the waiver values using the Override Waiver Code Values fields.
  6. Select the Run button.
Mass Assign Student Waivers page
  1. The Process Scheduler Request page displays.
  2. Select the check mark box for Student Waiver Pop Select in the Process List.
  3. Select the OK button.
Process Scheduler Request page
  1. The Mass Assign Student Waivers page displays.
  2. Select the Process Monitor link and follow the process to make sure the Run Status is "Success" and the Distribution Status is "Posted".
Mass Assign Student Waiver Process Monitor link highlighted

For creating/adjusting/updating waivers, a ticket must be submitted to SBCTC for review/approval.

  1. Process complete.

4 Comments

Dennis Blew

If a tuition waiver is mass assigned, does a Tuition Calc have to be run as well after for each student?

Alec Risk

Hi Dennis,

Tuition Calculation is required after mass-assigning waivers to student accounts. Individual Tuition Calculation can be done by navigating to Student Financials > Tuition and Fees > Tuition Calculation. You may also run individual Tuition Calculation by navigating to the Student Customer Account (Student Financials > View Customer Accounts) and viewing the student details on that page.

For batch Tuition Calculation, this is completed nightly automatically.

Zoya Zhuk

Where can we see the results/report of students with successfully assigned waivers and/or errors (students whose waiver didn't process)?

Alec Risk

Hi Zoya,
There is currently no existing reports, queries, or pages where the results of the mass assign run of waiver can be validated. The best options are to either check the assign student waiver page individually or to work with your local query developer to create a new query.
-Alec Risk

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