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ctcLink Learning Opportunities & Support Roundup: Jan. 31, 2024

January 31, 2024 by ctcLink Communications

A weekly round-up of ctcLink learning opportunities, ctcLink support updates, and news for Washington state community and technical college ctcLink users.

If you have questions or suggestions for future editions, contact ctcLink News or slnelson@sbctc.edu.

What ctcLink learning opportunities are available?

ctcLink Support eLists

ctcLink Customer Support teams send notifications of learning opportunities (including trainings, work sessions, user acceptance testing, and more), as well as global and cross-pillar system communications to the applicable ctcLink Support eLists (aka listservs) on a regular basis.

If you are a ctcLink end-user, and not already hearing about learning opportunities firsthand, join one or more support lists today: ctcLink Support eLists 

Training calendar

Find the latest learning opportunities, including notices of cancellation or schedule changes, on the ctcLink Training page or on the SBCTC meetings and events calendar (apply filters).

Take a training tour

View the ctcLink Training Overview video for a quick online tour of resources. To view it in full screen, select box icon in the upper right corner.

Learning Opportunities & Work Sessions Ahead

To plan further ahead or find the latest learning opportunities, as well as notices of cancellation or schedule changes, see the complete calendar at the ctcLink Training page or on the SBCTC meetings and events calendar (apply filters).

Date Time Event
Feb 1 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Cascadia, Olympic, Pierce)
Feb 1 10am ctcLink Accounting Team: SMARTer Review on Reports 106 - 203A
Feb 1 1pm CS Core WorkSession: May the (WORK) Force be with You!
Feb 2 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Cascadia, Olympic, Pierce)
Feb 6 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Bellevue, Everett, Lake Washington Tech, Shoreline)
Feb 6 9am PS Query Training 201 Intermediate - Part 1
Feb 6 2pm FIN Work Session: FSCM Prod Support Meeting
Feb 7 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Bellevue, Everett, Lake Washington Tech, Shoreline)
Feb 7 9am PS Query Training 201 Intermediate - Part 2
Feb 7 2pm FIN Training: Billing Errors & Exceptions *DATE CHANGE*
Feb 8 9am NEW! Fin Aid Drop-In Debrief Session: How Did it Go? Using the New NSLDS Transfer Monitoring UEM Process
Feb 8 10am ctcLink Accounting Team: SMARTer Review on Reports 204 - 209
Feb 12 12pm FIN Work Session: Grant OLT and Open Q&A *TIME CHANGE*
Feb 12 1pm SF Work Session: 2023 1098-T's Part V
Feb 13 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Clover Park Tech, Renton Tech, SPSCC, Walla Walla)
Feb 13 9am Fin Aid Training: Intermediate Pell Processing - Pell Troubleshooting
Feb 13 1pm CS Core: AAR Cleanup Support Session 1
Feb 13 2pm FIN Work Session: FSCM Prod Support Meeting
Feb 14 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Clover Park Tech, Renton Tech, SPSCC, Walla Walla)
Feb 14 1pm HCM Work Session: Offboarding - Terminations
Feb 14 2pm ctcLink Accounting Team: SF/GL Open Forum Meeting
Feb 15 10am ctcLink Accounting Team: GL ChartString Recon & Clean-up Sessions
Feb 20 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Highline, Wenatchee, Whatcom)
Feb 20 2pm FIN Work Session: FSCM Prod Support Meeting *CANCELLED*
Feb 21 8:30am CS Core Refresher: Using Faculty Center to Enter Grades
Feb 21 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Highline, Wenatchee, Whatcom)
Feb 21 1pm CS Core: AAR Cleanup Support Session 2
Feb 22 10am ctcLink Accounting Team: GL ChartString Recon & Clean-up Sessions
Feb 22 1pm Fin Aid Work Session: The Adventures of the R2T4 Worksheet in ctcLink - Session 2
Feb 26 9am SF Training: Mass Select Transactions
Feb 27 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (North Seattle, Seattle Central, Seattle South)
Feb 27 2pm FIN Work Session: FSCM Prod Support Meeting
Feb 28 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (North Seattle, Seattle Central, Seattle South)
Feb 28 1pm HCM Work Session: Absence Adjustments (Updates)
Feb 28 2pm FIN Training: GL Journal Import *DATE CHANGE*
Feb 29 10am ctcLink Accounting Team: GL ChartString Recon & Clean-up Sessions
Resource Description
ctcLink Training Quick Reference Guides The ctcLink Training Quick Reference Guides (QRGs) in the ctcLink Reference Center lists and links to recordings of sessions delivered by the Training Team.
Work Sessions in Canvas The Work Session Canvas Course lists and links to recordings of sessions, including CS Core-offered Work Sessions. Register for the course(s) at ctcLink Training Registration.
ctcLink Security Documentation & Training Find ctcLink Security-related training materials, documentation, Quick Reference Guides (QRGs), useful queries, and more on the ctcLink Security Documentation & Training page.
Accessibility and ctcLink Open Forums SBCTC hosts monthly Accessibility and ctcLink Open Forums to engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. Find materials and recordings from past ctcLink Accessibility Forums on the website.

 

ctcLink News

Enhancement Requests (ER) Recently Deployed

  • Finance ER 261 - (FYI) New Accounts Needed for Proprietary COP – Deployed Jan. 16, 2024

ER Work Underway

  • Campus Solutions ER 166 CampusCE Search/Match Parameter - UAT activities scheduled for Jan. 30 to Feb. 13 for college users.
  • Campus Solutions ER 232 (FYI) Adding Custom Self-Service Questions - Defining requirements and analyzing possible solution designs with Data Services and App Services
  • Campus Solutions ER 260 - Instruction Mode Configuration Modification from Data Governance Committee. Approved by ctcLink Working Group Jan. 17, 2024. Configuring changes will be in production by Feb. 9, 2024.
  • Campus Solutions ER OAAP 238 Search/Match - Internal system integration testing (SIT) completed. Currently waiting for the vendor to refresh UAT environment and then planning for college UAT activities.
  • Campus Solutions OAAP ERs 178, 184,169, 183, 212, and 237 approved by ctcLink Working Group. Work is underway for Priority 1 (Residency & Citizenship) which includes some crossover between ERs 169, 184, and 237.
  • Campus Solutions/Student Financials ER 260 - Instruction Mode Configuration Modification from Data Governance Committee. Approved by Working Group Jan. 17, 2024. Met with Data Services and Student Financials Jan. 23, 2024, to finalize timeline and Implementation Handbook for colleges.
  • Finance ER 189 - Stale Dating Checks - In progress – Working with Accounting and Business Services
  • Finance ER 193 – Second Journal Set (SJS) Automation - UAT Testing underway
  • Finance ER 204 - Modifications to WAPAY – Waiting on development with Application Services
  • HCM ER 154 – Faculty Workload (FWL) Future Effective Dated Hire Row - Development is complete and system integration testing will begin soon

Enhancement Requests Currently in Testing

  • HCM ER 151 – Including Leave Adjustments in Monthly Accruals
  • HCM ER 158 – FWL Employee Record Look Up
  • CampusCE ER 166 – CampusCE Search/Match Parameter
  • Student Financials ER 193 – Second Journal Set

Academic Advisement Report (AAR) Issue: Campus Solutions, Financial Aid

An issue with the AAR configuration affecting students with multiple active program/plan stacks has been identified and a recommendation made to fix the issue. 

ctcLink College Leaders, staff who configure/support AAR, and staff who assess student enrollment for financial aid eligibility were alerted on Tuesday, Jan. 30.

Colleges that do not allow students to have more than one active program are not impacted by the current issue.

The issue may produce incorrect AAR course results for

  • The Unused Courses requirement, which is used to determine courses not eligible for Financial Aid.
  • The Graduation requirement, which is used to calculate cumulative Grade Point Average, Academic Residency, and Total Units needed for completion.

Financial Aid impact - Unused Courses requirement

The Unused Courses requirement is a mandatory configuration for all credentials eligible for Financial Aid. This requirement displays courses on the student's record that do not apply to the credential. The queries CTC_FA_INELG_COURSEWORK and CTC_FA_INELG_COURSEWORK_2 identify courses that are ineligible for Financial Aid. The information in these queries comes directly from the AAR Unused Courses requirement and may return inaccurate results for students with multiple active programs due to this issue.

Description of the issue

Previously, SBCTC recommended configuring the Unused Courses requirement and the Graduation requirement using a List Recall Mode value of "All Courses Used” (in Academic Requirements > Line Item Detail tab).

For students with just one active Program/Plan stack (at your college), the "All Courses Used" option will accurately display the student’s courses. However, the courses may display incorrectly if a student has more than one active Program/Plan stack (at your college) because the student's second degree listed on the AAR considers courses applied to the first degree as "used" even if not applied to the second degree. 

  • Unused Courses requirement – example of current issue.  A student with two active programs is enrolled in BUS 190 for Winter 2024.  The student's first program is applying BUS 190 towards the Business Core requirement.  The student's second program does not apply BUS 190 to any requirements because it is not a course option.  The Unused Courses requirement for the second program should display BUS 190 but does not because the “All Courses Used” setting is assessing both the first and second program together.

New recommendation for configuring requirements

SBCTC recommends the following configuration for colleges that allow more than one active Program/Plan stack.

  • Each Academic Plan code will have a unique Unused Courses requirement number. Previously, all Academic Plans shared a single Unused Courses requirement.
  • Each Academic Plan code will have a unique Graduation requirement number. Previously, Academic Plans could share a Graduation requirement if the Total Units needed was the same amount.
  • A List Recall Mode value of "Used by Requirement Group" (in Academic Requirements > Line Item Detail tab) will replace "All Courses Used." When "Used by Requirement Group" is selected, the Requirement Group number associated with the Academic Plan will be entered. This will ensure that each degree is assessed separately.
  • After updating the Unused Courses requirement configuration, colleges with multiple active programs per student should use the new Financial Aid query for ineligible coursework QCS_FA_INELG_COURSEWORK_MULTI
  • The following Quick Reference Guides have been updated with the new recommendation for configuration:

Action required for AAR configuration updates

A service desk ticket has been created for each college and assigned to the ctcLink College Leader.  This ticket may be reassigned to another person if requested.

Each college will enter a decision in the ticket by 5 p.m. on Friday, Feb. 2, 2024:

  1. Determine if AAR updates to the Unused Courses and Graduation requirements are needed.
  2. Determine who will perform the updates.  CS Core Support is available to update the requirements for your college, or you can decide to complete the updates yourself.
    • If your college decides to have CS Core Support update configuration we will provide a specific timeline for the work, with an estimated finish date of no later than April 30.

AAR Cleanup Support Sessions

CS Core Support will offer two optional AAR cleanup support sessions for the Unused Courses and Graduation requirements.  We will provide an overview of the issue and be available throughout the meeting for hands-on cleanup support for staff as they drop in.

  • AAR Cleanup Support Session 1
    Tuesday, 13, 2024, 1 - 3 p.m. Join Session
  • AAR Cleanup Support Session 2
    Wednesday, 21, 202, 41 - 3 p.m. Join Session

College Fraudulent Business Process Details Due Feb. 2

The SBCTC remains committed to fraud detection and prevention while minimizing the potential impact to students and staff. Meanwhile, external bad actors have increased their efforts to undermine cyber integrity with fraudulent applications.

A systemwide Fraudulent Application Sub-Group of college admissions staff, registrars, IT staff, and business analysts has been convened to discuss fraudulent application activities and potential solutions. Part of this effort includes establishing common fraudulent investigative business processes across all colleges.

The Fraudulent Application Sub-Group would first like to learn more about local college business processes for activities related to:

  • Investigating potential fraudulent students
  • Reporting fraudulent students in ctcLink
  • Verifying student identities

Student Services VPs have been asked to respond by Friday, Feb. 2, 2024, to a survey including questions related to admissions, student financials, faculty, and financial aid. The sub-group seeks only one submission per college, so VPs will coordinate on campus to collect feedback.

Winter 2024 Term Course Full Build Downtime: Friday Evening

Once per term, CS Support rebuilds the Fluid Course Catalog search index to fully refresh the Fluid Course Catalog to match the internal Course Catalog. This process removes inactivated courses from the Fluid Course Catalog search and improves user experience. This process is listed on the Campus Solutions (CS) Process Schedule.

The Fluid Course Catalog will be unavailable to staff and students while the Full Build process is running this Friday, Feb. 2, 6 to 11 p.m.

Impacts

  • The Fluid Course Catalog will be unavailable to staff and students while the Full Build process is running. There is no impact on the ability of students to enroll in classes through Fluid Class Search and Enroll or through HighPoint Mobile/ HCX.
  • There is no impact on Canvas.
  • Students, staff, and faculty can log in to and use ctcLink while the Course Full Build is running. Course builders will be able to continue building and editing courses as usual.

Contact Hillary Raj, Campus Solutions Functional Analyst, if you have any questions.

CS Roundup

  • CampusCE Descoped Items from Project - UAT kick-off session 1/31 and UAT activities scheduled for 1/30 - 2/13 for college users.
  • The Common Attribute Framework (CAF) for the Academic Plan Table was configured in Production on 1/29/24. These were additional values requested by Education Division related to ER #160 to support Apprenticeship Coding Schema changes.
  • Apprenticeship Coding Changes - updating college's academic plans on a college-by-college rollout plan. Applicable colleges can expect a Solar Winds ticket assigned to them with more information.

CS Core Learning Opportunities

AAR Cleanup Support Sessions

See details above in the Cross-Pillar News section.

CS Core Support will offer two optional AAR cleanup support sessions for the Unused Courses and Graduation requirements.  We will provide an overview of the issue and be available throughout the meeting for hands-on cleanup support for staff as they drop in.

  • AAR Cleanup Support Session 1
    Tuesday, 13, 2024, 1 - 3 p.m. Join Session
  • AAR Cleanup Support Session 2
    Wednesday, 21, 202, 41 - 3 p.m. Join Session

CS Core Work Sessions

Campus Solutions (CS) Core Work Sessions, open to ALL end users, are held the first Thursday of each month, from 1 to 3 p.m. The CS Functional Support team facilitates, alternating between functional team delivered content and college user delivered content with functional team support. Each meeting includes time for colleges to ask questions about other topics or service tickets.

Find details on the SBCTC Calendar and in the CS Core Weeklyish COREspondence (sent on Fridays to the CSSupport listserv).

FIN Learning Opportunities

ctcLink Accounting Team: SMARTer Review on Reports

Thursday, Feb. 8, 10-11 a.m., Join session

Each week a review of specific SMARTer reports and research options for corrections will be presented. This is a ChartString clean-up working session in anticipation of implementation of the rule requiring entries be balanced by ChartString.

FIN Work Sessions

Over the Limit (OLT) Billables and Open Q&A

Monday, Feb. 12, 12 – 1 p.m., Join session

Every SECOND Monday of the Month, join us for a collaborative, interactive and troubleshooting drop-in session on everything Grants/Projects. This session is not recorded.

  • 12 – 12:30 p.m. How to review and clear out OLT (Over the Limit) Billable Lines
  • 12:30 - 1 p.m. Open Q&A - Please come with your questions or issues and be ready to share your screen. Some examples include Grant Billing, Modify Grant Award or Capital Project Budgets, Amending Awards, Project-related Budget/Commitment Control Errors, Grant-related Combo Codes and Item Types.

Monthly Student Finance/General Ledger Open Forum

Every second Wednesday, 2 to 3 p.m.

The ctcLink accounting team invites you to bring your questions (and solutions) to share during this open forum meeting space for all things Student Finance/General Ledger (SF/GL) related. There is no formal agenda as we welcome all questions about everything from item types and second journal sets to waivers, queries, or internal cash reconciliation.

See the SBCTC meetings and events calendar and look for ctcLink Accounting Team: SF/GL Open Forum Meeting. The next ctcLink Accounting Team: SF/GL Open Forum Meeting will be Feb. 14.

Finance (FIN) Meetings

Finance (FIN) meetings are held every Tuesday, from 2 to 3 p.m. The Finance Functional team provides updates on Service Tickets, PeopleSoft enhancements, and open forum time to ask questions or request future topics. This session is open to ALL Finance end users.

Federal Financial Aid Simplification Update

The U.S. Department of Education announced on Jan. 30, 2024, it expects to begin transmitting batches of FAFSA information—known as the Institutional Student Information Records or ISIRs—to colleges in the first half of March, further delaying an already sluggish process. 

Normally, the FAFSA is available on Oct. 1, with institutions receiving FAFSA applicant information (ISIRs) shortly thereafter. 

Institutions were previously notified they would receive FAFSA applicant information (ISIRs) by the end of January, slowing the delivery of financial aid offers to some students. Now, with that date moved to March, delays will continue to plague the financial aid cycle in an already challenging year. 

Read more from NASFAA: Dear Students: Colleges Are Not Receiving Your FAFSA Information

What this means to Washington’s community and technical colleges

Given this recent news, SBCTC may need more time to test the Financial Aid PRPs (PeopleSoft Release Patchsets). The team is using faulty test ISIRs initially delivered and will need to make manual adjustments to conduct testing activities.

SBCTC received the PRP from Oracle with the FAFASA Simplification changes on Jan. 10, 2024. The SBCTC Application Services finalized the project plan and the PRP was loaded into an internal test environment on Jan. 22, 2024.

It’s Time for Aid Year Rollover (AYRO) Activities

All colleges are expected to complete AYRO Part 1 on their own. All the detailed documentation and “how to” is included in your meeting invite for AYRO. Should you have any questions while completing AYRO Part 1, please submit a ticket under ctcLink Support > Financial Aid > FA AYRO.

With FAFSA Simplification work, Image testing, and other priority tickets, response times may be slower. The goal is for each college to complete AYRO Part 1 before attending the AYRO Part 2 Work Session. Please be sure to submit tickets related to AYRO Part 1 no later than one week before your scheduled AYRO Part 2 Work Session.

Aid Year Rollover Financial Aid Support Sessions

The first session kicked off Jan. 23, 2024, with Centralia, Edmonds, Skagit Valley, and Green River colleges. All colleges' schedules are listed at the SBCTC meetings and events calendar.

DATE TIME EVENT
Feb 1 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Cascadia, Olympic, Pierce)
Feb 2 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Cascadia, Olympic, Pierce)
Feb 6 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Bellevue, Everett, Lake Washington Tech, Shoreline)
Feb 7 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Bellevue, Everett, Lake Washington Tech, Shoreline)
Feb 13 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Clover Park Tech, Renton Tech, SPSCC, Walla Walla)
Feb 14 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Clover Park Tech, Renton Tech, SPSCC, Walla Walla)
Feb 20 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Highline, Wenatchee, Whatcom)
Feb 21 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Highline, Wenatchee, Whatcom)
Feb 27 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (North Seattle, Seattle Central, Seattle South)
Feb 28 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (North Seattle, Seattle Central, Seattle South)
Mar 13 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Bates Tech, Columbia Basin, Yakima Valley)
Mar 14 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Bates Tech, Columbia Basin, Yakima Valley)

FA Learning Opportunities

Financial Aid (FA) Work Sessions

Financial Aid (FA) Work Session meetings are on the fourth Thursdays, from 1 to 3 p.m. The FA Functional Support team facilitates alternating between functional team delivered content and college user delivered content with the support of the FA functional team. The end of each meeting is open for colleges to ask questions about the topic presented. These sessions are open to ALL end users.

Intermediate Pell Processing - Pell Troubleshooting

Tuesday, Feb. 13, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2661 966 6528 | Password: 2024FATrainings

By popular request, we’ve added this learning opportunity for staff responsible for managing Pell payment are encouraged to attend.

Understand how to read and work examples in the Pell Reports:

  • Pell Records by Transaction Status
  • Pell Records by Status
  • Pell Origination Validation Report
  • Pell Disbursement Validation Report
  • Pell Disbursement Status Report

Understand how to perform Pell troubleshooting using various pages in ctcLink:

  • View COD Data page
  • Manage Pell Payment page

Questions? Contact Kelly Forsberg, ctcLink Functional Trainer, Financial Aid.

AAR Cleanup Support Sessions

See details above in the Cross-Pillar News section.

CS Core Support will offer two optional AAR cleanup support sessions for the Unused Courses and Graduation requirements.  We will provide an overview of the issue and be available throughout the meeting for hands-on cleanup support for staff as they drop in.

  • AAR Cleanup Support Session 1
    Tuesday, 13, 2024, 1 - 3 p.m. Join Session
  • AAR Cleanup Support Session 2
    Wednesday, 21, 202, 41 - 3 p.m. Join Session

HCM Learning Opportunities

HCM Work Session Meetings

Human Capital Management (HCM) meetings are held every other Wednesday, from 1 to 3 p.m. The HCM Functional team along with the training team offers Work Sessions and Training Sessions around the different functionality in HCM.

Offboarding – Terminations

Wednesday, Feb. 14, 1 p.m., Join session

Join your fellow payroll administrators, HR administrators, benefits administrators, absence management administrators to learn more about termination procedures.

Absence Adjustments (Updates)

Wednesday, Feb. 28, 1 p.m., Join session

Join your fellow absence management administrators and payroll administrators to learn more about updates to Absence Adjustments.

Second Journal Set UAT Extended

To allow more time for college users to experience and understand the Second Journal Set (SJS) enhancement, the user acceptance testing (UAT) period has been extended.

Activities to date

SBCTC held four SJS College Information Sessions and two UAT Sessions with detailed information about the enhancement and allowed users to test these changes in the test (PQA) environment. You can find session recordings at the Second Journal Set Canvas Site. The recordings are in the Work Session Information course on Canvas.

What’s next?

To prepare for the UAT extension, the user accounts sent to the QA team prior to the information sessions have been unlocked. Users that requested their account be unlocked during any of the sessions will need to request to have their accounts unlocked and their password reset by emailing Tami Whitney. Please do not include any personally identifiable information; your EMPLID is enough.

Colleges should refer to the detailed message from Brandon Reed, Associate Director of Campus Solutions - Student Financials, sent Jan. 24 to the ctcLink Student Financials Support list for login information.

The PQA environment will be available for testing Thursday, Jan. 25 – Tuesday, Feb. 5, 2024.

Updated Timeline

The following timeline includes concrete dates and more stringent requirements to allow for batch processing. This UAT round should be concerned with testing quick-posted student activity to isolate data to query and review.

If you run into any issues during this process, please enter a service desk ticket.

Activity Timeframe Description
Prep the CS Pillar in PQA (Set Up SJS Item Types & Post Student Activity) 1/25/2024 through 1/31/2024, 12 p.m.

College users: Set up six (6) SJS item types with new/different activity fields (such as loans, financial aid, and cost reimbursable grants) in the CS pillar, see Updating Second Journal Set General Ledger.

  • Testers should also double check chart strings against their grant budgets including project number and activity.
  • Manually post SJS item types onto student accounts. This data is what will be included in the SJS feed.
  • This activity needs to be completed by noon on Wednesday, Jan. 31, as SBCTC will run the SJS processes on Wednesday, Jan. 31, at noon.
SBCTC Runs SJS Processes 1/31/2024 at 12 p.m. SBCTC runs Second Journal Set processes based on college input.
Review, Correct and post journals to the GL 2/1 /2024

Beginning Thursday, Feb. 1, college users should review, correct any errors, and post journal(s) to the GL. Activity and analysis types should also be reviewed. 

All journals must be posted by the close of business on Thursday, Feb.1. 

Note: Grant budget college staff should be available in case grant budgets need to be adjusted to correct budget errors prior to posting the journal(s).Users can continue reconciling using the following queries to find any outliers or issues.

  • QCS_SF_ACCTNG_LN_SJS (new)
  • QCS_SF_ACCTNG_LN_W_PROMPTS_SJS
  • QCS_SF_CTC_SF_ACCTNG_LN_SJS
SBCTC Runs Cost Collection and CAPC Processes 2/1/2024 SBCTC runs Cost Collection and CAPC Processes based on college corrections.
Data validation By COB 2/4/2024

Colleges review project resource queries and CAPC journals using the following queries.

  • QFS_PC_PROJ_RESOURCE_PYMNT
  • QFS_GL_CAPC_ACCTG_LINE
Complete UAT Sign-Off Survey By COB 2/5/2024 Submit the UAT Sign-Off Survey by close of business on Tuesday, Feb. 5.
Implemented in ctcLink Production 2/8/2024 SBCTC implements changes to ctcLink live environment.
Update SJS item types in Production 2/8 – 2/16/2024 Opportunity for colleges to make updates in Production.
Official Go-Live 2/20/2024 New Second Journal Set goes live.

SF Learning Opportunities

AAR Cleanup Support Sessions

See details above in the Cross-Pillar News section.

CS Core Support will offer two optional AAR cleanup support sessions for the Unused Courses and Graduation requirements.  We will provide an overview of the issue and be available throughout the meeting for hands-on cleanup support for staff as they drop in.

  • AAR Cleanup Support Session 1
    Tuesday, 13, 2024, 1 - 3 p.m. Join Session
  • AAR Cleanup Support Session 2
    Wednesday, 21, 202, 41 - 3 p.m. Join Session

1098-T Statement Processing

1098-T printed statements have been sent to Washington State Printing Office for printing and mailing. They will be postmarked on or before Jan. 31, 2024.

Keep these essential 1098-T dates in mind:

  • Tuesday, March 12: training session for corrections
  • Sunday, March 31, 2024: IRS Fire Account upload deadline

SF Training: Mass Select Transactions

Monday, Feb. 26, 2024, 9-10 a.m., Join session

Student Financials module users are invited to join us to learn:

  • What is Mass Select Transactions
  • What can it be used for
  • How to and tips for using Mass Select Transaction
  • File Mapping
  • Corrections and Reversals

Related QRG: Mass Select Transaction End-to-End Process

Prerequisite Course: SF101 Cashiering

This session will be recorded and added to the SF101 Cashiering Canvas Course under the Additional Resources modules. Please note: to access Training Recordings, the specific Canvas Course needs to be completed. You can register for SBCTC Canvas Courses through the Accessing ctcLink Courses on Canvas page.

Contact Alec Risk, SBCTC Student Financials Functional Trainer.

Student Financials (SF) Work Sessions

Student Financials (SF) support team is delivering a five-part work session covering the 1098T statement process. These monthly sessions started in October 2023 and will conclude in February 2024.

PCD Refresh and Your Queries

The PCD (Production College Development) environment will be refreshed from PRD on Monday, Feb. 5, 2024. Beginning Friday, Feb. 2, at noon, PCD will not be available for query development until after the PCD is refreshed.

What you need to do

Make sure any PCD queries you want to keep begin with the prefix DEV_ unless you have submitted a ticket requesting backup of queries that will be used for BI Publisher, Pivot Grid, or nVision reports.

Standard Queries

Any queries in PCD that do not begin with DEV_ will be deleted.

  • This applies to all standard Public and Private queries. SBCTC will perform a query backup for in-progress queries (private and public) that meet the DEV_ naming convention. 
  • This backup will NOT be done by folder.  This means if a query is in the DEVELOPMENT folder but doesn’t begin with DEV_ it will be overwritten and lost. 
BI Publisher, Pivot Grid, and nVision Queries

Any query used in a BI Publisher, Pivot Grid, or nVision report DOES NOT have to follow the DEV_ protocol as it is very time-consuming to change them back when they are ready to migrate.

Instead, please submit a Service Desk ticket under Data Services – Reporting – Other with the title “PCD Refresh Backup Request.”  Provide the name of the query being developed for use in one of the advanced reporting tools in the request.  These queries will be individually backed up on an as-needed basis.

What to expect

  • The queries in the backup will be imported back to PCD after the refresh is complete and a notice is received from Application Services.
  • Data Services will send a message to you once our work is complete.
  • Please do not log back into PCD after Friday, Feb. 2, at noon but wait until you receive a notification from Data Services.
  • Queries that do not follow these naming conventions will be lost

Naming convention for queries

  • Being developed in PCD: MUST begin with the prefix DEV_
  • Used for training in PCD: MUST begin with QXX_TRAIN
  • Being developed for use in BI Publisher, Pivot Grid, or nVision reports in PCD: MUST begin with the appropriate convention based on the reporting tool being used. Do not follow the DEV_ convention. Request must be sent to Data Services via Service Desk ticket.

Why you need to do it

Queries that do not follow this convention will not be backed up and will be lost.

Contact Emily Mullins, Reporting and BI Solutions Analyst for ctcLink, if you have any questions.

Security Questions to be Removed from Okta

A critical Okta ctcLink security update is underway which impacts all student and employee users. The good news is that most end users won’t notice a difference. 

SBCTC ctcLink Security and Application Services teams have been working with colleges behind-the-scenes to implement mandated Enhancement Request #249 by Feb. 16, 2024.

Why?

To enhance ctcLink cybersecurity, the option to establish Security Questions in Okta is being removed for all students and employees with one limited exception.

The IT Commission (ITC) voted to remove Security Questions since this feature presents a security risk to the system. STAC also supports this action as it will ensure the confidentiality and security of customers' nonpublic personal information, complying with the Gramm-Leach-Bliley Act (GLBA).

What is changing?

The SBCTC ctcLink Security and Application Services teams will remove “Security Question” prompts (e.g., What was the first concert you attended? What was the make and model of your first car?) from the Activate Your Account (AYA) process the evening of Thursday, Feb. 15, 2024, except for students in Department of Corrections (DOC) programs.

Only students in DOC programs will continue to use Security Questions to authenticate. For DOC students, a new Okta role (ZZ Okta MFA Security Questions) has been developed and is currently being tested.  For all other users, if Security Questions are their only current MFA factor, then their default MFA will be their email address. 

What does my college need to do?

College Local Security Administrators (LSAs) will be notified when the new ZZ Okta MFA Security Questions role is available for colleges to begin assignments.  

Prior to Feb. 15, 2024, the LSAs will need to apply this new role to only those users who must have security questions as an MFA option.

Please contact Dani Bundy, Director of ctcLink PeopleSoft Customer Support, or Shelia Sloan, Associate Director of Application Security, if you have questions.

SASI College Advisory Group

The Security Administration System Improvement (SASI) College Advisory Group started review of the Offboarding business process. SASI will finalize its business process gap review on Feb. 13, 2024. After SASI identifies roadblocks or issues to be addressed, they will begin working on designing a solution.

The group has also been working on complex employee onboarding and offboarding processes around security access for employees transferring to another college or working at more than one college.

See the Security Administration System Improvement [SASI] Project Information Guide for more information.

Accessibility Highlights

In Peoplesoft HCM Image 46 Time and Labor and Absence Management module the Employee Header Configuration framework on fluid pages has been enabled. However, the Framework displays configured fields as text instead of fields with hidden labels.

As a result, Screen Reader users are currently not able to understand the context of the displayed data on the header. SBCTC submitted an enhancement request to Oracle to include labels with fields to ensure this feature is accessible in Screen Reader mode. The enhancement request was accepted, and the Oracle development team has begun working on it. 

ctcLink Accessibility Monthly Open Forum

SBCTC hosts monthly forums to engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. We aim to improve communication and transparency while providing space for productive and solution-focused dialog. Our main objective is to deliver accessible technology for all our students, staff, and the larger community.

Meetings are held the second Tuesday of each month, 11 a.m. to noon. The next ctcLink Accessibility Open Forum will be Tuesday, Feb. 13, 2024, at 11 a.m. All are welcome to attend via Zoom.

In case you missed a meeting, materials from past Open Forums,

 

Last Modified: 2/12/24, 9:16 AM
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