Add Tuition Waiver Students to ctcLink and Canvas Early

Here are the steps to get students set up in both ctcLink and Canvas.  We only start this for tuition waiver students who need an account before day 6 of the quarter and only once we receive an email/ticket from Enrollment Services or the Instructor of the course to add a student to a course.  The first step is to make sure that a ACAN shell was created in ctcLink for the quarter in question.  Once that is created in ctcLink, the ACAN course will show up in Canvas.  Then you can follow these instructions:

1. Log into ctcLink

2. Click CS Staff Homepage

3. Click the Navigator button

4. Click the Menu button

5. Click Records and Enrollment

6. Click Career and Program Information

7. Click Student Groups

8. Type in Student Info, first and last name

9. Click Search - this should bring up the student account, shows the ctcLink ID number

10. Click the magnifying glass icon in the *Student Group section and add ACAN. 

11. Enter the Effective Date which is today's date

    • Make sure that the Status box says “Active” 

12. Click Save - this creates the first entry and the student's active date. 

13. Click the + sign - this opens up a second entry. the second entry is to inactivate their ACAN status.  There are two different "+" signs, so pick the one in details, not in the Academic Institution Details. 

    
14. Click the magnifying glass icon in the *Student Group section and add ACAN.

15. Enter in the Effective Date for their inactive status, this is the same as the “$15.00 Add/Drop Fee Begins – “W” Begins” date on the Important Dates Calendar for the associated term for the term you are activating them in.  If a student is not enrolled in a class, when the ACAN status changes to Inactive, the student (hypothetically) will no longer have access to Canvas.  

    • Make sure that the Status box says “Inactive” 

16. Click Save - this creates the second entry and the student's inactive date. 

    • If they already had an entry previously, these two steps will add 2 more entry points.  Do not delete the originals as we need to keep a history of these tuition waiver requests. 

17. This is supposed to add this student into the ACAN course that you created for this quarter. We are not sure if they go into the new one or if they go into the original course. 

18. Then you need to manually add this student to the course that was requested. 

19. Close the ticket/email letting the requester know that the student was added to the course. Let them know they need to let the student know that they were added.