Triton Student System (TSS) Training

For general information about TSS, including guidance on which role to request access for, please refer to the Which Triton Student System (TSS) Role Should I Request KBA. 

For instructions on how to log into TSS, visit the How to Log into Triton Student System (Staff) KBA.

Navigating TSS:

Getting Started in TSS: General System Use, the first foundational training course for the Triton Student System (TSS)! Designed for all staff who are new to TSS, this course introduces the system, walks you through logging in, and familiarizes you with key navigation and core features. It provides the foundation you'll need before moving on to role-specific training and workflows.

Find a list of key Triton Student System (TSS) terms compared with legacy terms and keywords in the TSS Glossary of Terms and Definitions. The glossary is broken out into the following process areas: 

• General TSS terminology
• Key TSS objects and definitions
• Billing
• Student lifecycle and booking (formerly known as enrollment)
• Student records: credentialing, transcripts, diplomas, program type progression
• Academic calendar and scheduling: academic calendar, schedule of classes

Prefer a quick-reference format? This information is also available as a TSS Glossary of Terms and Definitions KBA.

Explore training resources designed to support Admissions processes in TSS. These job aids help Admissions staff and other authorized campus personnel perform key tasks, including managing admission records and validating applicant transcripts, with step-by-step instructions for using the Student File.

• Creating/Executing Admission Job Aid (PDF): This job aid is for Admissions staff and other authorized campus personnel who need to review, execute, or update admission records within the student file in TSS.
• Executing Admission Job Aid (PDF): This job aid is for Admissions staff and other authorized campus personnel who need to review, execute, or update admission records within the student file in TSS.
• Transcript Validation Tool Job Aid (PDF): This job aid is for Undergraduate Admissions staff and other authorized campus personnel who need to review and validate transcripts within TSS.

The Billing section provides training resources for staff who work with student accounts and billing processes in TSS. Topics include how to review and interpret Accounts Receivable (AR) information, understand student account activity, and navigate key billing screens. You'll also find guidance on common billing concepts, transactions, and processes to help you confidently support student financial accounts.

• Introduction to AR Screens Job Aid (PDF): This guide provides an overview of the Accounts Receivable (AR) screens in TSS and explains how to read and interpret key account information. 
• Introduction to Triton Student System (TSS) Billing Key Terms Job Aid (PDF): This job aid provides staff with an introduction to key billing concepts and terminology used in TSS.
• Manually Clear Charges and Payments Job Aid (PDF): This guide explains how to manually clear charges and payments on a student account in Triton Student System (TSS), reset items that cleared incorrectly, and identify items that are part of a clearing document. It is intended for Student Financial Solutions (SFS) staff, Financial Aid professionals, and other authorized personnel who work with student accounts receivable data. 
• Auxiliary Posting (PDF): This job aid provides instructions for posting auxiliary (aux) charges to student accounts in TSS. 
• How to View Financial Aid Payments on a Student Account (PDF): This job aid covers how to identify actual and pending financial aid transactions, interpret key document and payment details, locate grant and term information, understand payment locks, and distinguish between posted and pending aid using transaction and statistical indicators. 
• Financial Holds (PDF): This job aid discusses financial holds, which are restrictions placed on a student’s account when financial obligations have not been met. 
• TSS Automatic Account Clearing Guide (PDF): This guide explains how automatic account clearing works in TSS, including which items can clear together, how payments are prioritized, and when clearing transactions reset due to changes on a student account.
  
• Adding Overruling Discounts in Bulk (PDF): This job aid explains when fee waivers may require manual adjustment in TSS, how Overruling Discounts are used, and how authorized users can apply these adjustments individually or in bulk.
• Adding an Overruling Discount (PDF): This job aid explains when fee waivers may require a manual adjustment in TSS and how authorized users apply Overruling Discounts when an approved waiver cannot be processed automatically.
• Removing an Overruling Discount (PDF): This job aid explains how to remove an incorrectly applied or no-longer-applicable Overruling Discount and how TSS recalculates the student’s applicable fees after the adjustment is removed.
• Viewing Fee Waivers (Overruling Discounts) (PDF): This job aid explains what fee waivers are, how they are applied in TSS.
• How to Run the Dunning Proposal Activity (PDF): This job aid explains how to run the Dunning Proposal and Dunning Activity in TSS, including applying exclusions, reviewing dunning history, generating dunning letters, and verifying the letters in the student’s account.
• Viewing Payment Locks (PDF): This job aid explains how payment locks work in TSS, when they are used to prevent refunds, and how to view payment locks and their associated lock reasons on a student account.
• Removing Locks Using Remove Payment Locks Batch Program Application (PDF): This guide provides the process of removing locks in batches using the Remove Payment Lock Batch Program application. Removing a payment lock allows eligible payments to be included in refund processing.
• Manually Remove a Payment Lock (Temporary One-Off) (PDF): In limited scenarios, specifically authorized SFS staff may remove a lock directly from a single transaction in a Student File to resolve issues with a refund. Do not use this method for routine lock removal.
• Manually Set a Payment a Payment Lock (PDF): In this guide, you’ll learn how to manually place a payment lock on an uncleared credit line item to prevent it from being included in refund processing.
• Processing Refunds Using Payment Run (PDF): Staff use the Payment Run application when refunding one or multiple students outside the normal lock expiration window or when a special request is made from another team.
• Determining the Status of a Refund (PDF): A refund occurs when a student, third-party payer, or department is entitled to receive money back because there is an eligible credit balance on the account.
• Invoicing: Adding A New Third Party Sponsor (PDF): This guide explains how to add a new Third Party Sponsor in TSS by creating the sponsor as a Contract Partner.
• Collections: Reassigning Accounts to a Different Agency (PDF): This job aid provides the steps for reassigning a receivable from one collection agency to another in TSS.
• Collections: How to Release and Submit Items for Collections (PDF): This guide walks you through identifying, reviewing and submitting eligible Main Campus student accounts to a collection agency, along with reviewing collection history and submitted items. 

Booking is the new term used in TSS for class registration and enrollment. The Booking sections provides training resources for staff to assist students in functions like searching for classes, joining waitlists, booking their courses, and managing their schedules.

• View Booking Windows (PDF): This job aid explains how to view a student's booking window in TSS. It provides step-by-step instructions for locating a student's record through Student File and identifying the assigned booking window to support advising and enrollment activities.
• Viewing Waitlists (PDF): This job aid covers viewing a course's waitlist information in TSS, including who is waitlisted for a class by running the Waitlist Report. It is intended for department staff and other campus users.
• Viewing and Understanding How Waitlists Work (PDF): This job aid explains how waitlists are meant to work in TSS and helps to set clear expectations with students and spot when something needs investigating.
• Viewing Prerequisites and Restrictions (Extended Booking Check Display) (PDF): This job aid explains how to view the prerequisites and restrictions attached to a course in TSS using the Extended Booking Check Display app.
• Booking Reference Guide (PDF): Use this guide to quickly locate student information, review booking windows, verify course bookings, review registration activity, and identify common issues that may affect a student's ability to book.
• Conditional Booking (PDF): This job aid shows department staff how to use the Conditional Booking Report in TSS to find students who are conditionally booked in courses, see which enrollment requirements they're missing, and decide what should happen to each student before the final drop process runs.

Holds are administrative restrictions placed on a student's record to either prevent specific student actions  or to manage automated financial workflows.

• Mass Deactivating for Holds (PDF): Use this job aid to deactivate a hold for a population of students — for example, clearing a compliance hold after a cohort completes required training.
• Managing Holds from the Student File (PDF): Use this job aid when you need to view, create, activate, deactivate, or expire a hold for a single student. 
  
• Mass Setting of Holds (PDF): Use this job aid to apply a hold (whether active or inactive) to a population of students at once.

Scheduling Overview E-Learning Course : A self-paced introduction to TSS scheduling fundamentals.

Note: When you open the eCourse, you'll be asked to sign a guestbook and provide your name and UCSD email address.

• Understanding Course Number and Enrollment Changes (PDF) : Explains key structural changes to course numbering, scheduling terminology, and other updates schedulers will encounter in ISA.
• Delivery Mode & Meeting Modality (PDF) : Clarifies how delivery mode and meeting modality are defined and applied when scheduling classes and events in TSS.
• TSS Demo - Instructional Scheduling Assistant (Video):  TSS demonstration on the Instructional Scheduling Assistant. We highlight scheduling, demo of scheduling functionality, and more!
• TSS Delivery Mode & Meeting Modality (KBA): This KBA explains how Delivery Mode and Meeting Modality work together in TSS.
  
• Understanding Course Number & Enrollment Changes (ISIS -> TSS) (KBA) : This KBA explains the key scheduling and enrollment changes UC San Diego departments will see as course and section data transition from ISIS to TSS and are managed in ISA. 

Find training resources for finding, viewing, and maintaining student records in TSS. These resources provide faculty, Registrar staff, Advisors, Student Services staff, DES staff, and other authorized campus personnel with step-by-step guidance for locating student information and updating student records, based on their role and access.

• Find a Student/Student Master Job Aid - Faculty (PDF):  For faculty who need to look up student information in TSS.
• Find a Student/Student Master Data Job Aid - Staff View Only (PDF): For Registrar staff, DES staff, Advisors, Student Services staff, SIS users, and other authorized campus personnel who need to locate a student record within TSS.
• Find a Student/Student Master Job Aid - Registrar (PDF): This job aid explains how to locate, open, and update a student record in the Triton Student System (TSS). Staff may search for students using a variety of identifiers such as Student Number, name, or other identifying information stored in the student record.
• Student Master Job Aid (PDF): For Registrar staff, DES staff, Advisors, Student Services staff, SIS users, and other authorized campus personnel who need to locate and update a student record within TSS.
• Viewing Academic Records from Find a Student Job Aid (PDF): This job aid provides instructions for viewing academic records from the Find a Student in TSS. It explains how to search for a student, filter academic work by program or session, and review course details such as grades, credits, transfer coursework, and booking status. 
• Viewing Academic Records from Student File Job Aid (PDF):  This job aid provides instructions for viewing academic records from the Student File in TSS. It explains how to
  search for a student, filter academic work by program or session, and review course details such as grades, credits, transfer coursework, and booking status.  
• Viewing Migrated Transfer Coursework from Equivalency Determination (PDF):  This job aid provides instructions for viewing a student's transfer work in TSS. It explains how to search for a student, review their External Organization list, transcript status, evaluation status, and review transfer articulation details for courses accepted in transfer.  
• Assigning College and Major (PDF): For Registrar and central administrative staff responsible for processing new admit records.
• uAchieve Degree Audit Guide for GEPA (TSS) (Word Doc): Guide for Graduate Advisors for reviewing Degree Audits in TSS. 
• uAchieve Degree Audit Guide (TSS) (Word Doc): Guide for Undergraduate Advisors for reviewing Degree Audits in TSS. 
• Maintaining Academic Specializations (Majors + Minors) (PDF): For staff with Maintain Student Master Data/Specializations access. This job aid covers changing or adding specializations for a student who is already admitted and has a Program of Study assigned — changing a primary major, adding a second major, and declaring/removing minors. 
• Reviewing Specialization Requests (PDF): This job aid is for advisors and other staff who review specialization requests in TSS. 
• How to View Sessional Registration (PDF): This procedure shows advisors and other view-only users how to locate and review a student’s sessional registration records in TSS. 
  
• Sessional Registration for Faculty, Advisors, and Department Chairs (PDF): Sessional registration may come up when advising students about their registration status, course booking, leaves, or program changes. Although faculty, advisors, and department chairs do not maintain these records directly, you may need to interpret them when answering questions or reviewing a student’s record.

Triton Enrollment Authorization or TEA is the new tool in TSS for handling enrollment authorizations and overrides. It replaces the old EASy process.

• Reviewing and Processing TEA Requests (PDF): This job aid is for Advisors, Registrar and department staff who review and process Triton Enrollment Authorization (TEA) requests. 
• Reviewing and Processing TEA Requests - Faculty (PDF): This job aid is for Faculty and Instructors who review and process Triton Enrollment Authorization (TEA)
  requests. 
• Triton Enrollment Authorization (TEA) (Google Doc): Advisor FAQ (PDF): This FAQ answers common questions from advisors about Triton Enrollment Authorization (TEA), the new tool in TSS that replaces EASy.
• TEA Batch Authorization (PDF): This job aid is for staff/departments processing course pre-authorization and allows staff to apply authorization overrides to students (individuals or groups) without requiring a TEA request submission. 

Find a centralized hub for TSS trainings for faculty and student-facing staff.

• Quick Reference Guide: Staff that Support Students (PDF): This guide is designed for staff whose roles provide support directly to students. Use it to quickly identify where students should be directed, access common training resources, and locate TSS support resources.
• Quick Reference Guide: Faculty (PDF): This Quick Reference Guide serves as a centralized hub for faculty-focused training materials. 
• Understanding and Working with Selection Methods and Variants Job Aid (PDF): This job aid is for TSS administrators and staff who perform bulk actions or build reports in TSS. It explains the difference between Selection Methods and Selection Variants, and walks through how to select an existing group of students or create and save a new one for reuse across TSS apps.
• Applying and Managing Filters in TSS (PDF): Filters help you narrow the information displayed, organize your view, and quickly find the records you need without changing the underlying data.