Create/Update an Adjustment Calendar

Purpose: Use this document as a reference for creating a new Adjustment Calendar.

Audience: Student Financials staff, Finance staff.

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

  • ZD SACR SF All Config
  • ZD SACR SF Local Config
  • ZZ SACR SF Charges Fees Config

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

The Adjustment Calendar assigns a refund value (via percentage) to the student account. This calendar governs how ctcLink adjusts term and class level fees when a student withdraws or drops a class. Always discuss any adjustment to this calendar with the enrollment/registration staff.

ctcLink uses the number of days that a term or class has been in session or the class attendance percentage to determine the percentage of refund due.

Note: The start of the term is considered day 0 (zero) based on your Academic Calendar which is located on your Term/Session Table.

1. Create an Adjustment Calendar

Navigation:  Set Up SACR > Product Related > Student Financials > Tuition and Fees > Adjustment Calendars

  1. The Adjustment Calendars search page displays.
  2. Select the Add a New Value tab.
  3. Enter the SetID and Adjustment Code.
  4. Select Add.
  5. The Adjustment Calendars page displays.
  6. Enter the Description and select the Adjustment Option.
  • By Class Length % (by class length percentage): Select to adjust fees based on the number of days that have passed out of the total number of class days scheduled.
    • For example, if a class is scheduled to run for 13 weeks, and a student drops the class at the end of the second week, the student would have attended slightly over 15 percent of the class length.
    • Good for Dynamic Dated Classes
  • By Class Start Date: Select to adjust fees based on the number of days that have passed from the class start date.
  • By Session Start Date: Select to adjust fees based on the number of days that have passed from the first day of the session.
  • By Term Start Date: Select to adjust fees based on the number of days that have passed from the first day of the term.
    • Good for Standard (STD) Classes
  1. Enter or Search for the Adjustment Reason.
  2. Select the appropriate Term Withdrawal and/or Set Default checkbox.

SBCTC recommends having at least one Term Withdrawal Adjust Reason and one non-Term Withdrawal adjustment reason set as a default.

Tuition Calculation will use the Adjust Reason Set Default when an adjustment reason is not found in that specific Adjustment Calendar.

If you need to find the Term Withdrawal Adjust Reasons, first select the Term Withdrawal checkbox, then search for the Adjust Reason.

  1. Enter or Search for the Term.
  2. Optional: Select the appropriate Session.
  3. Enter the:
    1. Day From and To fields if using a date Adjustment Option.
    2. The Percent From and To fields if using a percent (%) Adjustment Option.

As a reminder, Day 0 is the start of the Term based on your Academic Calendar.

  • If we didn't want a student to receive a refund (by reducing the charges on the student account through Tuition Calculation), the Day From would be -9999 and the To would be 9999. The Refund Percent would be 0 (zero).
  • Standard Calendars with specific Refund Percent's may require several rows based on your Institutional Policies. An example would be a college that has a 100% Refund Percent until the 5th day after the start of the term. Students then receive 50% between the 6th day and 20th day after the start of the term. Finally, a student would receive no refund after the 20th day. This would read on the Adjustment Calendar:
    • Day From: -9999 > To: 5 > Refund Percent: 100 [Add new row {+}]
    • Day From: 6 > To: 20 > Refund Percent: 50 [Add new row {+}]
    • Day From: 21 > To: 9999 > Refund Percent: 0
  1. Enter the Refund Percent.
  2. Select the Save button.

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.

Video Tutorial via Panopto

View the external link to Create an Adjustment Calendar. This link will open in a new tab/window.

2. Update Term Fees to the new Adjustment Calendar

Navigation: Set Up SACR > Product Related > Student Financials > Tuition and Fees > Term Fees

  1. Enter or search for the SetID and Term Fee Code. Then, select the Search button.
  2. The Term Fee Codes tab displays.
  3. Select the Term Fees tab.
  4. Enter or search for the Adjustment Code. Then, select the Save button.
  5. Repeat steps 17 through 20 for all Term Fees that need the new Adjustment Code.
  6. Process complete.

If you need to create a new Term Fee, please refer to the Create a New Term Fee QRG.

Please review your Term Fees, Class Fees, Course Fees, and/or Course List Fees that may require updating.


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