Using Process Student Groups to Mass Assign and/or Inactivate Student Groups

about this guide

This resource guide explains how to add (activate) a group of students to student groups and/or remove (inactivate) a group of students from student groups using a mass assignment process. 

Process

Step 1: Navigation to Process Student Groups page:

Menu > Records and Enrollment > Career and Program Information > Process Student Groups.


Unless you have an existing Run Control ID, you will need to Add a New Value (by selecting Add a New Value).

 

 

Step 2: Create Run Control ID:

The Run Control ID can be anything you would like but should include indicators for the student group you are managing. click Add

UAccess process

 

UAccess process

 

 

Step 3: The Process Student Groups page is used for both adding students to a student group (activating), and removing students from a student group (inactivating) students from a student group.  Know your criteria like: will this group be used for tuition purposes; effective dates; and who maintains this group (i.e., who assigns, and who in-activates when student no longer meets criteria for remaining active in student group).


The Population Selection process provides three (3) tools that can be used to mass update data. Some departments have business processes that have a PS Query attached. The most common method is to use an external file.

  1. External File –this can be a .csv or .txt file
    1. EMPLID must exist in the file

Note: In Excel, it is common for leading zeros to be dropped.  You’ll need to format the column with the EMPLID so that it shows any leading zeros.  It is recommended that you format the column so that it shows any leading zeros if you plan to copy/paste the EMPLID column into Notepad as a .txt file.

  1. PS Query – For the delivered processes, a specific bind variable record must be used as part of the query.  This is not something that end users will do.  A super user or technical team member would need to create the query.
  2. Equation Engine – generally used by Financial Aid or Student Financials

 

Step 4: Population Selection:

From the Selection Tool drop down menu, choose either External File (for .csv or .txt file) or PS Query when there is a query built to identify your specific population.

UAccess process

 

Step 5: If using an external file, select the Upload File button to open the File Attachment window.

 

 

Step 6: Select Choose File to select the file you are using for the assignment process, then select Upload.

UAccess process

 

UAccess process

 

 

Step 7: After you upload the file, you can View File or Delete File. Before you can go any further, however, you must Create File Mapping.

 

 

Step 8: Create File Mapping:

  1. In the File Mapping field, type the file name.
  2. If your file has multiple fields, you’ll want to verify the File Type, Field Delimiter, and Field Qualifier fields. Additionally, if your file has a header row be sure to check the Header Row checkbox and indicate the Header Row Number.
  3. From the Field Mapping section, be sure to indicate the Field Number for the EMPLID as this is a required field.
  4. Select OK

 

UAccess process

 

UAccess process

 

Step 9: Student Group Data:

  1. Select the spyglass icon to select Student Group or type code into Student Group field.
  2. Select Effective Date.
  3. Select Effective Status value (Inactive or Active) from the drop-down menu.
  4. Comment field should include the reason why the student group is being activated or inactivated.
  5. Select the Save button at the bottom of the page.

Note:  In order to maintain accurate records, student groups should be inactivated instead of being deleted. 

UAccess process

 

Step 10: Running the process:
Select the Run button 

 

 

 

 

 

 

 

 

 

 

Step 11: Process Scheduler Request:
After selecting the Run button, you are taken to the Process Scheduler Request Page. Simply verify that the process (SCC_STD_GRP) is selected/checked, and then select the OK button 

UAccess process

 

UAccess process

 

Step 12: Monitoring the Process:
You are returned to the Process Student Group Page. Notice you now have a Process Instance number. Select the Process Monitor link. 

 

 

 

 

 

Step 13: Run Status should be Success and Distribution Status should be Posted. You may need to select the Refresh button a couple of times to see the status values change.

UAccess process

 

UAccess process

 

Step 14: To view the log/trace file generated after the process runs to success, select the Details link. The log/trace file will tell you how many rows were inserted/processed.

 

 

 

 

 

Step 15: Select the View Log/Trace link to access the file.

Note: From this page, you can also see how long it took the process to run by looking at the Began Process At and Ended Process At fields.

UAccess process

 

UAccess process

 

Step 16: Select the file name link in the File List section.

 

 

 

 

 

 

 

 

 

 

 

 

Step 17: Sample Log File showing 1 EMPLID Inserted:

UAccess process

 

UAccess process

 

Step 18: Validate/Spot Check using Student Groups Page:

Navigate to the Student Groups page: 
Records and Enrollment > Career and Program Information > Student Groups
Using one of the EMPLIDs from your file, search for students to verify their student group data.

Step 19: Congratulations, you’ve processed student groups!

 

 

 

Need Help? Contact Us! 

For additional questions, or you would like some help please contact us: reghelp@arizona.edu 

created 9/2025