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ctcLink Learning Opportunities & Support Roundup: March 6, 2024

March 06, 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
Mar 7 10am ctcLink Accounting Team: SMARTer Review on Reports 206 - 209
Mar 7 1pm CS Core Work Session: A Broad Overview of 3C Communications
Mar 11 12pm FIN Work Session: Grant Budget Revisions & Q&A *TIME CHANGE*
Mar 12 11am SF Information Session: Course/Class Fee Update - Instruction Mode
Mar 12 2pm FIN Work Session: FSCM Prod Support Meeting
Mar 12 2pm SF/FA Cross-Pillar Information Session: Keywords Update
Mar 12 9am Fin Aid Training: ISIR Processing Refresher
Mar 12 9am PS Query Training 301 Advanced - Part 1
Mar 13 1pm HCM Work Session: Retirement Fields
Mar 13 8:30am Fin Aid Support Session: Aid Year Rollover - Day 1 (Bates Tech, Columbia Basin, Yakima Valley)
Mar 13 9am PS Query Training 301 Advanced - Part 2
Mar 14 10am ctcLink Accounting Team: Grants Training and Prep for One Washington *DATE CHANGE*
Mar 14 1pm Accounting 101: Foundations of Accounting, provided by OFM
Mar 14 1pm FIN Training Session: T&E Session: Travelers in ctcLink
Mar 14 8:30am Fin Aid Support Session: Aid Year Rollover - Day 2 (Bates Tech, Columbia Basin, Yakima Valley)
Mar 14 9am Accounting 101: Foundations of Accounting, provided by OFMSign Up
Mar 14 9am Campus Solutions Launchpad Changes UAT Kickoff
Mar 18 9am SF Training: Third-Party Reconciliation Tips
Mar 19 2pm FIN Work Session: FSCM Prod Support Meeting
Mar 19 9am PS Query Training 401 Expert- Part 1
Mar 20 8:30am CS Core Refresher: Term Withdrawals
Mar 20 9am PS Query Training 401 Expert- Part 2
Mar 21 10am ctcLink Accounting Team: SMARTer Review on Reports 210 - 301
Mar 21 10am SF/FA Cross-Pillar Information Session: Drop-In Q&A for Keywords Update
Mar 21 1pm *CANCELLED* Fin Aid Work Session: The Tales of SAP Set Up - Session 1
Mar 21 1pm CS Core Work Session: Open Q&A Session
Mar 21 1pm FIN Training Session: T&E Session: Approvers in ctcLink
Mar 26 2pm FIN Work Session: FSCM Prod Support Meeting
Mar 26 2pm SF/FA Cross-Pillar Information Session: Drop-In Q&A for Keywords Update
Mar 26 9am Fin Aid Training: ISIR Corrections Fundamentals
Mar 27 1pm HCM Work Session: Additional Pay
Mar 27 2pm FIN Training: GL Journal Import *DATE CHANGE*
Mar 28 10am ctcLink Accounting Team: Asset Management Clean-up & Conversion
Mar 28 1pm FIN Training Session: T&E Session: Travel Admins in ctcLink
Apr 2 2pm FIN Work Session: FSCM Prod Support Meeting
Apr 3 8:30am CS Core: Reviewing Enrollment Cancellation
Apr 4 10am ctcLink Accounting Team: SMARTer Reviews: Reports 302 - 401
Apr 4 1pm CS Core Work Session: The Lifecycle of a Transcript
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

ctcLink Prioritization Process Change Approved

Since the ctcLink deployment was completed in May 2022, the task of considering and prioritizing Enhancement Requests (ERs) has faced competing priorities, resource fatigue, and unclear expectations for the ctcLink Production Support teams responsible for implementing approved ERs.

In response, a team comprised of members of the ctcLink College Collaboration Group (cCCG), the Strategic Technology Advisory Committee (STAC), and ctcLink Support team members proposed a prioritization process for ctcLink Enhancements that aims to be transparent, inclusive, streamlined, and effective.

What is the ctcLink College Collaboration Group?

cCCG was established to ensure colleges have a voice in ctcLink decisions and to help prioritize requests for ctcLink systemwide changes. Each district president or chancellor has named a ctcLink College Leader (Point of Contact) for this important role in representing the system.

cCCG consists of the primary ctcLink College Leaders approved by each college’s president/chancellor as well as college business analysts (or similar representatives). Each ctcLink College Leader is allocated one vote in the cCCG.

STAC voted Feb. 16 to recommend approval of the ctcLink Prioritization proposal to the WACTC Technology Committee (WACTC-Tech). WACTC-Tech approved STAC’s recommendation during its Feb. 29 meeting.

Highlights of objectives

  • Gives cCCG official standing in the ctcLink governance structure.
    • It is crucial to recognize the importance of having the colleges' voices at the table when shaping priorities for the ctcLink system. The established cCCG has representation from each college and broad expertise across functional areas.
  • Establishes three Production Support prioritization queues: In-Flight, Next Up, Future Work
  • Easily accessible notes on priority decisions
  • Colleges will have access to view prioritization queues

See the ctcLink Prioritization Proposal one-pager for more details.

Next steps

  • Share current In-Flight (approved by ctcLink Working Group, but not yet implemented) ERs with cCCG
  • Implement a brief “ER Pause” to prioritize the 69 outstanding ERs already submitted
  • Begin work on the prioritization queue with cCCG in mid-March
  • cCCG is working to formalize the voting and prioritization process to go through the 68 ERs in the queue and to solidify the group’s process moving forward as new ERs come in.

Supporting documentation

All-Pillar Learning Opportunity: End of Fiscal Year Prep

Monday, April 15, 2024, 9 to 11 a.m.

Join Webex | Meeting number (access code): 2663 141 6695 | Password: tuN3bsnpp22

Save the date for an All-Pillar Learning Opportunity: End of Fiscal Year Prep!

In this session, SBCTC will present a high-level view of how all ctcLink pillars interconnect, with an emphasis on Fiscal Year End (FYE) preparation.

FYE prep includes

  • Human Capital Management Transactions
  • Campus Solutions Core Student Services
  • Financial Aid Review
  • Student Financials Reconciliation and Spring Cleaning
  • Finance Tasks/Checklists and General Ledger

Learning objectives

  • A high-level overview of how information flows within ctcLink pillars
  • A high-level overview of each pillar and the resources and tools available for end of year cleanup, including queries, documents, reference guides, and process guides
  • Where to access links to previous/upcoming trainings regarding reconciliation/end of fiscal year prep

Primary Audience: ctcLink system processing staff

Related QRGs: Intro to ctcLink and FIN - Closing Periods and Years Procedures

Prerequisite Course(s): ctcLink Training Registration. It is recommended you review and complete your pillar-related courses.

Enhancement Requests (ER) by the Numbers

Of the 262 total ERs submitted since 2018, 74% have been resolved to date:

  • 171 have been deployed or resolved
  • 23 were canceled (either by submitter or due to the ER being a local, not global, decision)
  • 69 remaining ERs
    • 16 are in flight, meaning they were approved by ctcLink Working Group and work is underway toward implementation
    • 52 to be prioritized
      • 16 have already been approved by ctcLink Working Group
      • 36 still need to go through Governance

As part of the new ctcLink Prioritization process being implemented, there will be a short pause for accepting any new ERs while the 51 already submitted are evaluated by the ctcLink College Collaboration Group for prioritization.

ER Work Underway

  • ER 230 - Student Self-Service Links for Bank Mobile and Direct Deposit. Testing complete and ready for deployment early the week of March 11
  • ER 238 – Campus Solutions OAAP Search Match – Two hour guided User Acceptance Testing sessions were held Tuesday, March 5, and Wednesday, March 6.
  • 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 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.
  • Finance ER 189 - Stale Dating Checks - In progress – Working with Accounting and Business Services
  • Finance ER 204 - Modifications to WAPAY – Reviewing test files and working with US Bank
  • HCM ER 154 – Faculty Workload (FWL) Future Effective Dated Hire Row - Development is complete and system integration testing will begin soon.
  • Campus Solutions ER 166 – CampusCE Search/Match Parameter – Student Financials analyzing payment, charge and discount configurations. Communication will be going out early next week.
  • ER 265 – Campus Solutions Add Visa Type Value of “Unknown” - Scheduled for deployment Friday, March 8.
  • HCM ER 197 – New Hire Onboarding Improvements – In system integration testing.

You’re Invited: Campus Solutions Launchpad UAT

Colleges are encouraged to participate in an upcoming User Acceptance Testing (UAT) activity.  During UAT, Local Security Administrators (LSAs) and other users will review the upcoming changes and test functionality to confirm the Changes to Campus Solutions Launchpad are working as intended.

Learn more about the details on the new functionality at the 9.2 CS Security - Using Launchpad to Copy SACR Settings Quick Reference Guide (QRG).

SACR means Student Administrative Contributable Relations. SACR refers to the secure defaults set for student records. Authorized users pre-populate these fields with commonly used values. When student users first access Campus Solutions (CS), the SACR defaults and security must be set up properly.

Campus Solutions Launchpad Changes UAT Kickoff

Thursday, March 14, 2024, 9 a.m., Learn more and join session

What colleges need to do

To ensure user access to the test environment is set up before UAT begins, each college should send a list of EMPLIDs of staff who plan to participate in the UAT to Caitlin Stein by March 11, 2024.  

Be sure not to include any personally identifiable information.  

Users participating in this UAT should include college Local Security Administrators (LSAs).

Timeline

UAT activities will end March 20, 2024, so any concerns or issues found need to be reported to SBCTC by submitting a service desk ticket by that date.

Feel free to contact Caitlin Stein if you have any questions or concerns.

New Visa Type of “Unknown” Now Available

In PeopleSoft, when a student’s visa type is no longer known or accurate (e.g., student becomes a naturalized citizen), there is no way to reflect this status in the Visa/Permit table and to retain history.

To avoid misrepresenting the student’s status and to support IPEDS reporting, the only current recourse is for a college to remove the data row. Increasing data accuracy by sacrificing historical data is not a reasonable solution.

For this reason, SBCTC is adding a new visa value of “unknown.”

With this addition, the college will be able to add a row that accurately reflects the student’s prior visa status may have changed while preserving the historical rows.  Further, if this data point is the highest effective row on the Visa/Permit table and the student is enrolled at your institution, an active SINT Student Group will be inactivated by the Data Services’ Mass Assign job.

BioDemo data, including Visa/Permit is global. A student who may no longer be attending your institution may be attending another college in the system. Please be mindful of that and do not make any updates to the students Visa/Permit data if the student is no longer enrolled at your institution.

Relevant Quick Reference Guide: Enter Visa Permit Data

What does my college need to do?

  • Please share this information with applicable staff who use this functionality in Campus Solutions, including International Student Programs offices.
  • Outside of staff education and adoption, this change requires no college action. The change will go live in ctcLink on Friday, March 8, 2024.

Please contact cssupport@sbctc.edu if you have any questions.

CS Core Learning Opportunities

CS Core Training

CS Core Trainings are held on the third Wednesday of every month from 8:30 a.m. to 10 a.m. The dates may change, and notifications will be sent in advance. The CS Core trainings alternate between refreshers and different process approaches. All end-users are welcome to attend these trainings, and you can find details about upcoming meetings on the SBCTC Calendar, CS Core Weeklyish CORErespondence, and CS Core listserv. Please visit the QRG Campus Solutions Learning OpportunitiesRecordings for a list of previous recordings.

CS Core Training: Term Withdrawals

Wednesday, March 20, 2024, 8:30 – 10 a.m. Read more and join the session

Colleges must adhere to the Term Withdrawal process, which facilitates accurate recording of student withdrawals and ensures reporting requirements are met.

After the census date passes, every college must complete the Term Withdrawal process. This process involves recording the dates students drop all classes, resulting in zero units. The information will be reported to the National Student Clearinghouse and the financial aid office.

NOTE: This process applies to students withdrawing from all classes in a term. It does not include those who withdraw from only a portion of their classes.

Contact Tanjagay Martin, SBCTC Functional CS Core Trainer, with questions.

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) or Core Sessions: College System & SBCTC Calendar

A Broad Overview of 3C Communications

Thursday, March 7, 2024, 1-3 p.m., Learn more and join the session

3Cs is an extensive area that includes Communications, Checklists, and Comments. In this session, we will focus on communications and provide a very broad overview of what is involved and how the parts fit together.  Marissa Baker, SBCTC, will go over the steps required for setup and how to generate and send a communication.  While SF and FA staff are more than welcome to attend, this session will be targeted toward CS Core staff and will not go over any SF/FA module-specific guidance or requirements.

Game, Set, MATCH!  Understanding Search/Match

Thursday, May 2, 2024, 1-3 pm., Learn more and join the session

Module/s: Student Admissions, PeopleTools

Primary Audience: Admissions

References: Searching for Records (Using Search/Match)

One of the biggest differences between ctcLink and Legacy is that there is only ONE Person Record, and that one record is shared between pillars and between institutions.  Colleges rely on each other to protect, and respect, data integrity.  You know that running Search/Match will help prevent duplicates.  Want to know more about why and how?  This session will explore how Search/Match Rules work, give you insights into our current configuration, and share strategies for avoiding duplicates. 

CS COREterly Open Q&A Sessions

CS Core invites you to attend its quarterly Open Q&A sessions!  While these sessions are for learning and problem-solving, we want to emphasize that these are also part of our efforts to support community building.  With these sessions, we want to provide an opportunity for college users to:

  • Get assistance with any functionality they want to better understand or situation they are struggling to make work.
  • Seek advice on anything they are trying to solve.
  • Share best practices and lessons learned.
  • Develop networks and build community.

To support the varied work areas of our users, each session will have a breakout room for each of the following modules: 

  • Records & Enrollment, which includes Student Program/Plan, Term Activation, Enrollment Appointments, Enrollment, Transfer-In Credit, Transcripts, Graduation and so on.
  • Campus Community, which includes 3Cs, BioDemo, Service Indicators and so on.
  • Curriculum Management, which includes class building, course catalog management, enrollment requirements and so on

Along with your colleagues who can share their real-life experiences and the solutions they have employed; CS Core team experts will be present in each room.  We encourage you to submit your questions before the session (but doing so isn’t required).  Enter your questions on the CS COREterly Question Submissions tab. Knowing your questions ahead of time just helps us to be prepared and allows us to help as many people as possible. 

We hope you’ll join us even if you don’t have specific questions!  We look forward to connecting with you and for you to connect with each other.

The Lifecycle of a Transcript

Thursday, April 4, 2024, 1-3 p.m., Learn more and join the session

Module/s: Records & Enrollment, Student Admissions

Primary Audience: Credential Evaluators

Related QRGs: Transfer Credit Chapter

From send to post, we’ll overview the electronic journey a transcript takes from both the Legacy Transcript Tool and ctcLink.  Some of those with a final destination of UW, WSU, CWU, EWU or WWU and we’ll talk about how they get there.  For the rest, those whose destination IS ctcLink, we’ll cover that as well as what credential evaluators need to know and some of the more common gotchas, tips and tricks. 

Stacking the Deck: Student Program/Plans

Based on college feedback, this year we are creating more spaces for sharing lived experience.   I’m looking for a couple of colleges to join the party. Before you tell me you can’t because you’re still working things out, that’s fine! We just need folks willing to share what they are doing and how it’s going. If you’re up for it, please contact Michelle Kuwasaki.

Thursday, June 6, 2024, 1-3 p.m., Learn more and join the session

Module/s: Records and Enrollment

Primary Audience: Admissions, Student Records

Related QRGs: Student Program and Information Chapter

Because the impact of the Student Program/Plan is wide, it is important to get them right!  We’ll warm up with a quick review of the building blocks involved:  effective-dating, adding rows, action reasons, and attributes.  Then, make connections with term activation, tuition calculation, FA, the AAR and the transcript. Of course, we need to save time for common conundrums like when to start a NEW stack vs adding a change row not to mention everyone’s favorite, those certificates earned “along the way.” 

Student Program/Plans also matter to QARS and NSC Reporting.  We will cover general best practices for ensuring data accuracy which also conveniently reduces NSC and QARS errors.  And we’ll close by strongly advocating for various maintenance activities such as keeping term activation tidy and minimizing the number of open Student Program/Plans.

FIN Learning Opportunities

FIN Training

Travel & Expense (T&E) Trainings

Travel admins and travel approvers are invited to dig in on the Travel & Expense module.

GL Journal Import

Mar 27, 2 pm, FIN Training: GL Journal Import

All skill levels are welcome at this interactive workshop; whether to help new/current staff get up to speed, need a refresher, and/or possibly transitioning to a new role. Unsure how Journal Spreadsheet or Write to File works or how to customize your Spreadsheet Template? This training provides the basic information and steps to importing a spreadsheet of data into PeopleSoft, often referred to 'Journal Import' or Write to File. A

FIN Work Sessions

Grant Budget Revisions & Q&A

Mar 11, 12 pm, FIN Work Session: Grant Budget Revisions & Q&A

SMARTer Reports Review Sessions

The ctcLink Accounting Team will lead participants through reviews of the SMARTer reports and research options for corrections will be presented

March 7, 10 am,  SMARTer Review on Reports 206 - 209

March 21, 10 am, SMARTer Review on Reports 210 - 301

Apr 4, 10 am, , SMARTer Reviews: Reports 302 - 401

Monthly Student Finance/General Ledger Open Forum

Every second Wednesday, 2 to 3 p.m. The next ctcLink Accounting Team: SF/GL Open Forum Meeting will be March 7.

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.

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. These sessions are open to ALL Finance (FSCM) end users.

Next meetings: March 12, March 19, March 26, April 2

Partnering through the Challenges

Cross-agency collaboration

The State Higher Education Executive Officers Association (SHEEO) collaborated with states to create a FAFSA Simplification Guidebook for state higher education agencies. The guide focuses on changes to the needs analysis formula, potential impacts on students and families, and examples of how the new formula alters eligibility distribution for state aid programs.

Student and Staff FAFSA FAQs

To help alleviate at least some of the pressure on colleges, SBCTC created two sample Q&A documents — one for students, and the other for staff — for colleges to use, personalize, or edit as needed without starting from scratch.

A team of SBCTC policy experts representing student services, financial aid, business operations, and IT contributed to, and approved, these documents. Chancellors, presidents, and public information officers received these new tools for local use late last week.

All Things FAFSA

The following items are adapted from the Student Services Weekly Update distributed March 1, 2023 to the Student Services Commission list by Lauren Hibbs, SBCTC Student Services Director.

Please note the FAFSA updates provided below are only highlights of the activity taking place over the past few weeks. Many more efforts are underway, and we are committed to keeping you updated as we progress.

FAFSA Position Paper and Pivoted Action Plan

The WSSSC lead team, comprised of FAC, SBCTC IT, SBCTC Student Services and SBCTC Business Operations, is diligently working on developing a comprehensive position paper and action plan outlining our system's approach to FAFSA simplification.

This audience-focused document, tailored for the WACTC audience, will guide our strategy moving forward. We anticipate releasing the position paper in mid-March, followed by the pivoted action plan with recommendations the following week. Special recognition goes to Karl Smith and Kristia Francis for co-leading this effort, along with Yokiko Hayashi-Saguil, Michele Waltz, Claire Peinado, Rob Cox, Chantel Fields, James Flowers, Melanie Ruiz, Teresa Robinson-Duane, Darcy Kipnis, Dani Bundy, Ana Ybarra, and Sherry Nelson.

Learning and Compliance

SBCTC has been actively engaging to interpret board, state, and federal regulation requirements to deepen the understanding of implications for our system and institutions with the new FAFSA. These requirements are multi-faceted, complex, and ever-evolving.

In addition to all the work occurring in IT, three additional areas drew SBCTC’s focus this week: census dates, drop dates and payment plans, as well as FTI Data Privacy.

Census Date

A college asked a great question regarding delaying the summer/fall student census dates. After careful consideration, SBCTC concluded that while the census date could technically be amended by state board policy, changing it carries significant implications for faculty contracts, data management, and student aid eligibility in the near term. Therefore, we do not see changing the census date as an ideal option.

Drop Dates and Payment Plans

A question was posed about drop dates and payment plans, should federal aid be delayed. In general, institutions have flexibility in how they format their payment plans. However, there are complications related to refund amounts because refund rates and dates are encoded in RCW.

AAGs are coordinating to provide further guidance to institutions, institutions should confer with their local AAG on these topics.

FTI Data Privacy Update

The federal guidelines for the handling of Federal Tax Information (FTI) data for FAFSA processing is governed by the ctcLink Data Usage and Privacy Memorandum of Understanding (MOU) and policies established in 2021, in collaboration with the Assistant Attorney General (AAG).

SBCTC serves as the system administrator for financial aid processing across colleges but does not access or share FTI data beyond its role in supporting the colleges with the system.

FTI data is categorized as highly sensitive (OCIO Category 4) and is restricted to authorized staff for financial aid awarding purposes, with no inclusion in the Data Warehouse.

The AAG has confirmed SBCTC's authority to access and administer FTI data on behalf of the colleges.

While SBCTC possesses FTI as the system administrator, it cannot share this data with WSAC due to entity distinctions. Previously, colleges submitted FTI-type information to WSAC via reporting tools and Unit Record Reports (URR) for state aid processing.

However, with the new FAFSA requirements, WSAC faces challenges in its traditional processes, prompting ongoing efforts to seek clarification from the U.S. Department of Education (ED) regarding permissible activities. We continue to work with WSAC and within SBCTC to provide further clarity on this development.

FAFSA Go-Live Support Sessions

The ctcLink Financial Aid Support team is rolling up its sleeves to plan and deliver FA support sessions for the colleges. Much like during the ctcLink deployment go-lives, these sessions will allow colleges to drop in for one-on-one and group support running financial aid processes, awarding aid, and cheering each other on.

The team is hopeful that once they crack into the test environment and see the scope of work, we will meet the goal to turn everything around in time to deploy the second week of May.

The following dates are being tentatively set aside for open Webex time post-PeopleSoft Release Patchset (PRP) deployment:

  • Tuesday, May 21: summer header colleges
  • Wednesday, May 22: summer header colleges
  • Thursday, May 23: summer header colleges (if needed)
  • Tuesday, May 28: trailer colleges
  • Wednesday, May 29: trailer colleges
  • Thursday May 30: trailer colleges (if needed)

Disclaimer in the spirit of repeated delays: Dates are subject to shift if the Department of Education delays further in sending ISIRs or Oracle again moves dates for PRPs with the bug fixes we’re waiting on.

SF/FA Cross-Pillar Information Session: Keywords Update

Users who submit item type forms are invited to attend and hear what new values are coming to Keyword 1 and 3 fields.

Module/s: Student Financials & Financial Aid

Primary Audience: Item Type Approvers/Submitters

You will learn about each department's responsibilities with the review as well as the anticipated timeline.  We also have two drop-in sessions scheduled for any follow-up questions users may have on their keyword values.

SF/FA Cross-Pillar Information Session:  Keywords Update

Drop-In Q&As for Keywords Update

FA Learning Opportunities

Financial Aid Training

ISIR Processing Refresher (2023/24 Only)

Tuesday, March 12, 2024, 9–10:30 a.m., Learn more and join session

Audience:  Financial Aid Staff responsible for loading ISIRs into ctcLink

Although this training is for 23/24 FA, it provides foundational FA skills and grounding in knowledge which will be helpful to reinforce concepts for 24/25 processes when that time comes.

Objectives: 
  • Understand how to set/update User Defaults for the new AY
  • Understand the steps in ISIR Processing
  • Upload/download process
  • FA Inbound
  • Process Imported ISIRs
  • Understand how to load ISIRs using the File List Driven process and the Single File process
ISIR Corrections Fundamentals (2023/24 Only)

Tuesday, March 26, 2024, 9–10:30 a.m., Learn more and join session

Audience:  Fin Aid Staff responsible for performing file review and correcting ISIRs ctcLink

Although this training is for 23/24 FA, it provides foundational FA skills and grounding in knowledge which will be helpful to reinforce concepts for 24/25 processes when that time comes.

Objectives: 
  • Understand how to make ISIR Corrections on specific scenarios
  • Making Corrections on an Alien Registration Number
  • Processing Dependency Override/Homeless Youth Determinations
  • Processing Special Conditions/Circumstances/EFC Adjustment Request
  • Understand how to Process ISIR Corrections in ctcLink using the following steps:
  • Process ISIR Corrections
  • Create Federal Data File
  • Upload/Download File Process

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.

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.

Retirement Fields

Wednesday, March 13, 1 p.m. Learn more and join session

Join your fellow benefits Administrators to learn more about Retirement Fields.

Additional Pay

Wednesday, March 27, 1 p.m., Learn more and join session

This session is geared toward Payroll Administrators and HR Administrators.

SF/FA Cross-Pillar Information Session: Keywords Update

Users who submit item type forms are invited to attend and hear what new values are coming to Keyword 1 and 3 fields.

Module/s: Student Financials & Financial Aid

Primary Audience: Item Type Approvers/Submitters

You will learn about each department's responsibilities with the review as well as the anticipated timeline.  We also have two drop-in sessions scheduled for any follow-up questions users may have on their keyword values.

SF/FA Cross-Pillar Information Session:  Keywords Update

Drop-In Q&As for Keywords Update

March 21, 2024, 2 p.m., Learn more and join session

March 26, 2024, 2 p.m., Learn more and join session

SF Learning Opportunities

SF Training

Course/Class Fee Update - Instruction Mode

Tuesday, March 12, 2024, 11 a.m. Learn more and join session

Please join the SBCTC Student Financials Team for crucial insights into the steps required to update class and course fees due to the recent ctcLink Instruction Mode enhancement.

Third-Party Reconciliation Tips

Monday, March 18, 2024, 9 a.m. Learn more and join session

Please join the SBCTC Student Financials Team to learn about:

  • Payment Processing Tips
  • Cleaning up Third-Party Accounts
  • Payments
  • Credits
  • Maintaining internal tracking sheet

Advanced PeopleSoft Query Training

If you are your college’s Designated Query Developer and understand the basics, consider stepping into the 300- and 400-level courses.

Welcome New PeopleSoft Security Analyst

Welcome Stephanie Marshall to the ctcLink Security team!

Stephanie joins us from the University System of Georgia where she retired with more than 27 years of experience. Stephanie’s extensive security knowledge, customer service attitude, and team spirit will be a huge asset to SBCTC, our team, and the colleges.

Stephanie will primarily be responsible for the Finance pillar; however, she also offers extensive HCM experience.

Security Administration System Improvement (SASI) Leadership Team

With the requirements gathering in the rearview mirror and business process review efforts coming to closure, the SASI leadership team has been developing and prioritizing Solution Design “Work Packages.”

There are currently 12 Solution Design documents under development and being staged for review and college buy-off.  These represent system improvements to security administration tools, such as LaunchPad, Page and Field Configurator, Dashboards and Template User Profiles that will eventually provide significant productivity improvements to the ctcLink Security Administration experience.

Currently, the team is on track to complete the Business Process review efforts at the upcoming SASI College Advisory Group (CAG) meeting on March 12.

The CAG did a solution design walk-through for Work Package #1 on Feb. 27, with discussions and solution design walk-throughs to continue during the March 12, March 26, April 9 and April 23 CAG meetings.

Testing activities for the first work package will begin once development is completed for that approved solution.

ctcLink Accessibility Monthly Open Forum

Join us!  The ctcLink Accessibility monthly forums 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, March 12, 2024, at 11 a.m. All are welcome to attend via Zoom.

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

 

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