Student Groups

Business Process: Student Record Management

Module: Student Records

Instructions

This guide explains the procedure for activating and inactivating and viewing a Student Group on a student’s record. Use the Student Groups page to assign an individual to groups that your institution has defined, or to view the list of groups to which an individual is already assigned.

There are two ways to access the Student Group screens.

Option 1 Navigation:

Records and Enrollment > Career and Program Information > Student Groups

Step	Action
1.	Navigate to → Records and Enrollment → Career and Program Information → Student Groups. Enter Student ID number or Name. Check the Include History Click Search.

Step

Action

2.

From the Student Groups page, enter the following information:

The Academic Institution will default to SDCCD.
Enter the Student Group If you already know the code, you can enter it in the box. If you do not know the code, you can use the magnifying glass to see the available options.
Enter the appropriate Effective Date. The effective date will default to the current date. Be sure to manipulate the date per the timing of the entry of the student group. Ex: If the term has begun, use the best practice date for the effective date. If the term has not started, use the current date.
Status will default to Active.
Enter a Comment, if necessary or required.
Click Save or OK (this depends on your navigation to the Student Group page).

Once you click save, the date/time the student group was posted and your User ID will populate.

NOTE: The system does not allow duplicate student groups. If student groups exist, be sure to search through the existing groups to be sure you are not duplicating.

Step	Action
3.	To add an additional student group, click the under the Academic Institution Details row. Enter information as you would from Step 2.

Option 2: Navigation:

Campus Community > Student Services Center

Step	Action
4.	Begin by navigating to the Student Services Center. Enter Student ID number or Name. Click Search.

Step	Action
5.	From the Student Services Center page, click the General Info tab. From there, Click on the Edit Student Groups link. This will take you to the Student Group entry page as shown in Step 2.

Inactivate a Student Group

Option 1: Navigation: Records and Enrollment > Career and Program Information > Student Groups

Option 2 Navigation: Campus Community > Student Services Center

Step

Action

6.

From the Student Groups entry page (Step 2 above), click the under the Details row to add a new row.

Enter the appropriate Effective Date. The effective date will default to the current date. Be sure to manipulate the date per the timing of the inactivation of the student group.
Change Status to Inactive.
Enter a Comment, if necessary or required.
Click Save or OK (this depends on your navigation to the Student Group page).

NOTE: It appears that nothing happens, but a new row has been added. Check the number at the end of the Details row for confirmation of the new row.

View Active and Inactive Student Groups

Navigation: Campus Community > Student Services Center

Step	Action
7.	From the Student Services Center page, click the General Info tab.

Troubleshooting Issues with Student Groups

In order for a student group to be effective, it must be dated on or before the first day of the term for which it needs to take effect.
If assigning someone to a student group that already exists but has been inactivated, simply add a new activation row to the existing student group. The system will not allow a duplicate group to be entered.

Activating/Inactivating student groups require specialized security access. If you do not see the student group for which you need to activate, this means you do not have proper security access. See your supervisor for assistance.

Step	Action
8.	End of Job Aid.