1. Etrieve Login for Students
Student Services
March 2, 2018

2. Guest Portal Do not use Google icon for active/current students
If a student logs in using the Google or Microsoft options on the bottom of the screen, they will get to the guest portal. If you have students saying “I am logged in but I don’t see … form” it is probably because they are on the guest portal. They need to go back and use the “Forgot your username or password?” link to set up an account.

3. Student Login Instructions
First time users:
Go to and select “Forgot your username or password?”
For students who have never used Etrieve and are logging in for the first time. They will need to use the following instructions to set up their Etrieve Account.

4. Start Password Reset Student Email (on file with CTC) Click Continue
In order for the student to set up the account, they need to use the that CTC has on file, which may vary. I am going to walk you through the possible options.
It may be their Eagl (if they have one) OR it can be the primary that was on file based on the application for admission. Staff should check NAE to verify the the student is using is correct (version, spelling of how was listed, etc.). We advise you to have the student use Eagl if that has been created for the first attempt. If that is the Etrieve is using, the student should receive an in Eagl with a link to set up their PW.
However, if they do not receive an at that address with the reset link, you will need to have the student use the primary from NAE. I will show you screenshots of that next from Colleague.

5. NAE – Email Address (STU)
NAE: Pull the student up, under address the student will show as STU if Eagl has been assigned.

6. NAE- Email Address (PRI)
NAE: If you need to find the that they student applied with on their application (STU did not work to activate Etrieve), go to the address line and use the arrow to access line 2 which is the PRI to provide info to student.

7. Email Address Click “continue”
Once the student clicks on “continue”, a message will appear letting the student know an will be sent to the address used.

8. Check Your
Use the reset link provided in the to complete the account set up.
If the address the student used to set up the account is the same as the address we have on file, they should receive an with a “reset link”.
If an is not received, the address used is not the same as the one on file with CTC. Please verify with the student the information prior to sending them to IT for assistance.
If no is received at the address used verify that the spelling was correct in Colleague versus what they used to login. Check SPAM folders (the reset can go their depending on the level of security for their ).
If neither of these options provide the reset , the student will to call the IT Helpdesk at Central Campus for assistance. Please ensure you try all options listed above before directing the student to call the IT Helpdesk!

9. Complete Password Reset
Using the reset link will prompt you to set up a password
If the student was successful in obtaining an , they will follow the link to:
Create a password
Confirm the password
Click Reset

10. Completed Reset
Once the password is reset, a confirmation will appear on the bottom
Note: The student needs to close the window and open a new session
Once the password is reset, a confirmation appears at the bottom
There are no further instructions, a student must close the window and open a new session to Etrieve (

11. Logging in Advise the student to go back to Etrieve
The username is the CTC ID: cXXXXXXX (c+7 digits)
Password: Password the student created
Username is the CTC ID number to include “c”
Password is the password created thru the reset process ( received)

12. Etrieve Student will have access to Etrieve
The student now has access to Etrieve

13. Troubleshooting Students Guest Portal
Access Hours after applying for admissions
Guest Portal
Access to a limited amount of forms
Used Google/Microsoft to login
New Students will not have access to Etrieve until 24/48 hours after they apply for admission or they have registered for a class.
Guest portal– if a student is logged in the guest portal, they will see some forms but not everything.

14. Google/Microsoft = Guest Portal
Examples of when the Guest Portal is used:
New Staff
Students who are no longer active (have not attended or submitted an application in the past 2 years); for example a student who attended in 2005 but with no current activity wanting to submit a request for transcript
Ft. Hood students in non-credit programs (i.e. Truck Driving)
Financial Aid parents (not the student who has applied)

15. Guest Portal Forms
If you are working with a student who is having trouble finding for example, the Texas & DL Registration form, you can ask them “what type of information do you see?” If they give you keywords that match the screenshots shown here, you can recognize they are in the Guest Portal and if they are an active student you can use the slides/training from today to help them login as an active student.