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ctcLink Learning Opportunities & Support Roundup: March 20, 2024

March 20, 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 21 10am ctcLink Accounting Team: EPM Cloud Demo by Teri
Mar 21 10am SF/FA Cross-Pillar Information Session: Drop-In Q&A for Keywords Update
Mar 21 1pm CS Core Work Session: Open Q&A Session
Mar 21 1pm FIN Training Session: T&E Session: Approvers in ctcLink
Mar 21 1pm *CANCELLED* Fin Aid Work Session: The Tales of SAP Set Up - Session 1
Mar 26 9am Fin Aid Training: ISIR Corrections Fundamentals
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 27 1pm *RESCHEDULED FROM MARCH 13, 2024 - HCM Work Session: Retirement Fields
Mar 27 1pm *RESCHEDULED TO MARCH 13,2024 - 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 1 9am SF Training: Term Roll Open Q&A
Apr 2 9am PS Query Training 401 Expert- Part 1
Apr 2 2pm FIN Work Session: FSCM Prod Support Meeting
Apr 3 8:30am CS Core: Reviewing Enrollment Cancellation
Apr 3 9am PS Query Training 401 Expert- Part 2
Apr 4 10am ctcLink Accounting Team: SMARTer Reviews: Reports 210 - 303
Apr 4 1pm CS Core Work Session: The Lifecycle of a Transcript
Apr 8 12pm FIN Work Session: Grants/Projects Q&A Drop-In *TIME CHANGE*
Apr 9 9am Fin Aid Intermediate Training: FA Term & Student Budget Tips & Tricks
Apr 9 9am PS Query Training 101 Basics - Part 1
Apr 9 2pm FIN Work Session: FSCM Prod Support Meeting
Apr 10 9am PS Query Training 101 Basics - Part 2
Apr 11 10am ctcLink Accounting Team: SMARTer Reviews: Reports 305 - Missing Subsids
Apr 15 9am All-Pillar Learning Opportunity: End of Fiscal Year Prep
Apr 16 2pm FIN Work Session: FSCM Prod Support Meeting
Apr 18 10am ctcLink Accounting Team: WorkCenter Review *DATE CHANGE*
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

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.

OAAP Search/Match Enhancement Passes the Test

Colleges completed the user acceptance testing sessions held on March 5 and 6, with the new enhancement passing the tests. A communication will be sent to the colleges mid-week and the change will be configured in production by week's end. 

ctcLink Transcript Term GPA Rounding Issues

User Acceptance Testing (UAT) ended March 15. The majority of participating colleges passed the testing. However, one college found an issue with one student. CS Support is analyzing the issue and will communicate their findings to colleges soon.

CS Core Learning Opportunities

CS Core Trainings

CS Core Trainings, a valuable learning opportunity, 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 training alternates between refreshers and different process approaches. We highly value your participation and welcome all end-users to attend these trainings. 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: Reviewing Enrollment Cancellation

Wednesday, April 3, 2024, 8:30 – 10 AM Read more and join the session.

Are your students aware that not paying their tuition and fees in full or making payment arrangements by the final tuition payment deadline could result in their classes being canceled?

The Enrollment Cancellation process identifies students who are past due on tuition payments. It is critical to note that if students are selected and dropped as part of the enrollment cancellation process, they will also be removed from all waitlisted classes simultaneously.

To ensure smooth operations and avoid any potential issues, we strongly encourage you to attend our upcoming meeting. This meeting will cover the crucial enrollment cancellation functionality of ctcLink and include information on canceling Class by Class Within Term and Term Cancellation. We are excited about your participation and hope you will gain valuable insights from the information shared.

CS Core Training: Updated Topic CS Core Training: AAR Season: Tips and Tricks

Wednesday, June 5, 2024, 8:30 – 10 AM Read more and join the session

The Academic Advisement Report is a powerful tool that helps you guide students and monitor their academic progress toward graduation. Don't miss out on this opportunity to maximize your AAR construction with these essential steps: Effective Dating, Placeholders, and Testing.

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).

Core Sessions: College System & SBCTC Calendar

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

We want these sessions 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

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

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.

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

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

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 is April 11.

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 (FSCM) College Users Production Support Meetings

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

Next meetings:  March 26, April 2, April 9

Chartstring Clean-Up Working Sessions & Special Topics

Join the ctcLink accounting team every Thursday from 10 to 11 a.m. for special topics and ChartString clean-up working sessions.

New FAFSA Timeline Announced

Paul Francis, SBCTC Executive Director, shared the following update with presidents ,State Board members, WSSSC VPs, ITC, IC, BAC, FAC, and ctcLink College Leaders.

As we continue to navigate the challenges of the US Department of Education’s FAFSA rollout and required PeopleSoft software update necessary for colleges to process student aid applications, we want to keep college leadership and financial aid officers aware of the latest developments as it pertains to our system, including where we stand today, suggestions for support, and resources.

What is happening?

  • After extensive conversation and review of Oracle-delivered content, we anticipate the FAFSA ctcLink go-live date to be June 8, 2024. The June estimate is subject to change if the U.S. Department of Education further delays sending ISIRs to colleges and/or Oracle delays the necessary code fixes.
  • Colleges have received only a handful of Institutional Student Information Records (ISIR) from the Department of Education, but financial aid packaging can only happen when Oracle releases its PeopleSoft update, expected early to mid-April.
  • The US Department of Education (ED) continues to make changes to the regulations and calculations, further complicating aid packaging.

Technical issues

While the Department of Education is beginning to release small numbers of ISIRs to colleges, they can begin processing financial aid applications when PeopleSoft provides a bug-free update for its software, including ctcLink. Under the best of circumstances, a system update requires at least six to eight weeks from release date for migration, configuration, security analysis, testing, and then to go-live.

Given the critical nature of the FAFSA, the State Board teams will need to configure and test from the time Oracle releases its bug-free update to end of May.

While Oracle has released updates to PeopleSoft, including ctcLink, State Board staff found dozens of technical bugs that would put students at risk of not receiving the correct amount of financial aid, cause problems with the current year’s financial aid award, and create more work for college staff working to process applications.

While State Board staff could implement the updates already released by Oracle, potential risk of overpayment to students and the administrative burden of workarounds to address the known errors will cause inaccurate aid awards and significant rework on the part of financial aid offices. If there is one upside to the delay, PeopleTools  (the underlying technology on which PeopleSoft applications are built, deployed, and maintained) will be updated before FAFSA is ready to use, meaning colleges will have an up-to-date ctcLink environment.

Example bugs

Five pages of Oracle/PeopleSoft bugs were compiled by Higher Education User Group (HEUG) clients. HEUG – pronounced HUG -- is an international non-profit organization for higher education institutions that use application software from the Oracle Corporation, including PeopleSoft Finance, Human Capital Management, and Campus Solutions.

Below are a few highlights of the type of errors caused by delivered Oracle bugs:

  • Bug 36290334 - Update Need summary on Maintain Term budgets incorrectly calculates when SAI is negative. Student Aid Index (SAI) -- previously Expected Family Contribution (EFC) -- can now be a negative number (e.g., -1500). PeopleSoft coding struggles with negative numbers, meaning the student’s need can’t be calculated correctly. A fix is targeted to be included in a PRP to post in February or March and then will be included in Campus Solutions PUM Image 9.2.32.
  • This SAI bug is also causing problems for the current 2023–2024-year ISIRs.
  • Bug 36091972 - ISIR does not display the current effective dated row in ISIR data load parameters. When students or staff make changes to the ISIR, which happens frequently, the system does not load the corrected ISIR or the most current file.
  • Bug 36140508 - ISIR correction initiated by owning school goes to suspense. This means if College A corrects an ISIR, but the student decides to attend College B, the ISIR is stuck in suspense and College B is unable to retrieve the student file.
  • Bug 36160187 - 2024-2025 FM Need Analysis Calculation - Federal tax calculation for student, student spouse, parent, and parent spouse. This determines the student's eligible budget – and is not calculating correctly based on the student and family's tax information.

What will help

Support your Financial Aid staff

College financial aid teams need leadership understanding of these complex challenges and grace, as well as any additional resources available, to get through this unprecedented challenge.

Streamline processes

Empower your financial aid staff to remove local barriers and to not request any additional documentation from students (e.g., enrollment status, additional loans forms, tax information, etc.) unless necessary (i.e., due to verification). Some longstanding forms and processes aren’t required to process packages.

Reduced verification and review processes

Typically, 33% of files per college are selected for verification, which is a time-consuming process.

  • The ED is significantly reducing verification requirements (except for suspected fraud) for the long term.
  • ED has suspended new program reviews through June 2024, with some exceptions for the most serious issues. Institutions with ongoing program reviews can request extensions for responses to program reviews, reports, or requests for additional documentation.
  • See the March 15, 2024 letter from ED to presidents and chancellors for details.

Sharing resources and information

FAFSA simplification drop-in sessions

Financial Aid Council (FAC) is hosting weekly open virtual sessions for FAFSA Simplification Drop-In Sessions. All financial aid staff are welcome to stop in. Information about these sessions is available on the FAC listserv.

Global Packaging Plans

Typically, each college district develops its own packaging equations to award aid.

At the winter Financial Aid Council meeting, the Financial Aid System Technology (FAST) group shared with FAC the plan for SBCTC to create global packaging equations for the 2024-25 year to help schools begin awarding. In February, the colleges completed a survey and finalized which global equations were agreed upon.

The intent is to get colleges awarding aid as soon as possible, especially with the most recent delays. Benefits to adopting the global packaging equations include:

  • Packaging equations will be ready by the time Oracle release is tested and ready for ISIR import
  • Plans will be tested by multiple colleges to ensure they are working appropriately
  • Any additional changes that need to be made will result in faster resolution for global equations versus individual.
  • Alignment of global packaging equations better streamlines the ability of SBCTC to troubleshoot issues

Schools that opt out of using the global packaging equations will need to open a ticket to have their current packaging plans adjusted.  The timeline for which SBCTC responds to these tickets is not guaranteed and will likely result in a further delay in your awarding for the 2024-25 aid year.

File review efficiencies

File review is time-consuming for colleges and requires visiting a lot of pages within ctcLink.

FAST is working with the SBCTC ctcLink Financial Aid Support team to create a unified, agreed-upon definition and process of file review across all colleges, to have ready for packaging. This way, rather than visiting several ctcLink pages to review each file, new queries will synthesize the information in one place.

Updated award letters

Global language, standardized across the college system, will emphasize that award amounts are subject to change based on student eligibility and regulation updates.

The intent is to support and empower financial aid staff to not feel they are personally being held accountable for inevitable changes/revisions to aid when ED keeps changing the landscape. The SBCTC ctcLink Financial Aid Support team will work with FAST to develop agreed-upon language and update all colleges’ award letters.

FAFSA go-live support sessions

The ctcLink Financial Aid Support team will deliver financial aid support sessions for colleges June 10-21, 2024.

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.

Mass packaging

The mass packaging enhancement request is in place and ready for colleges to use. Colleges just need to submit a ctcLink Service ticket to Financial Aid and let us know they want to start using mass packaging. We strongly encourage colleges to test out mass packaging now to learn each step and to gain efficiency and confidence for the aid year ahead.

Francis said accurate and timely financial aid is a top priority for him and the entire State Board staff. He thanked the colleges for all they do on behalf of our students and for their partnership with SBCTC as we work on solutions.

He has heard it said this uncertainty around the FAFSA simplification rollout feels as unsettling as when the pandemic began.  We are doing all we can to minimize the impact and frustration around FAFSA for our colleges and students. We are all on the same team and seek the same outcomes for our students.

NASFAA News

Keep up with the latest news from the NASFAA FAFSA Simplification Web Center.

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.

Drop-In Q&As for Keywords Update

FA Learning Opportunities

Financial Aid Training

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.

HCM Work Session: Retirement Fields

Wednesday, March 27, 2024, 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.

Drop-In Q&As for Keywords Update

CampusCE UAT Update

We would like to thank all the college staff who participated in User Acceptance Testing (UAT) for the CampusCE descoped items. The testing feedback we received shows that these are welcome and positive changes, but that there is still some work to do before we can move changes forward to production. Therefore, we are postponing the release of the CampusCE descoped items to production and these items will go back to redevelopment.

Issues discovered

  • If an enrollment request from CampusCE used the “Contract” payment type and was not able to successfully register the student, it resulted in an error response with a message inaccurately stating a payment had been posted.
  • CampusCE discounts and payments were being applied to ctcLink customer accounts together as one payment for the full amount. This resulted in the correct overall balance on the account but did not accurately reflect the net amount paid, which caused issues with accurately calculating discounted classes.
    • CampusCE discounts and payments were not being directed toward specific class fees on the ctcLink customer account. This led to the correct total balance on the account. However, it also created a situation where payments and discounts could be applied incorrectly to certain classes in multiple enrollment scenarios, potentially resulting in inaccurate calculations for refunds related to a student's dropped classes.

 Current progress

  • A new error message has been created to be displayed when a student could not be registered, and no payment was posted because the “Contract” payment type was used.
  • CampusCE (vendor) has updated the data being sent to ctcLink to reflect payment amounts and discount amounts separately, and Applications Services has updated the code on our end to apply those values appropriately. Functional Teams are testing a fix for this refund issue.
  • Application Services is reviewing the ctcLink and CampusCE integration coding for additional necessary changes.

SBCTC next steps

SBCTC will work with CampusCE (vendor) to internally test coding and SF configuration changes in our lower test environments. Due to our current PeopleTools upgrade testing activities, changes related to CampusCE cannot move to production until after the PeopleTools upgrade on April 27.

Reported issues out-of-scope for the current project

Other issues were reported during UAT that are currently out-of-scope for this project. SBCTC will work with CampusCE (vendor) to review and determine what is a bug fix or what may require an Enhancement Request. These include:

  • Enrollment transactions from CampusCE that use the “Cash” payment type always result in an error.
  • Enrollment transactions from CampusCE that use the “Contract” payment type do not automatically trigger the tuition calculation process in ctcLink, meaning the process must be run manually on the student’s account to display the changes immediately, or the account will be updated at the next scheduled batch tuition calculation run.
  • Vague “Enrollment failed – Need manual review” error when enrollment transactions cannot be completed because of a mismatch in the number of seats available in CampusCE versus ctcLink.
  • If a student’s name in CampusCE contains a number, the Search/Match process in ctcLink may ignore an existing record with the exact same name and instead create a brand new EMPLID for this enrollment.
  • Within the CampusCE admin website, the invoice generation process groups the “Contract” payments as amounts already paid rather than amounts outstanding, thus inaccurately reflecting the amount expected to be paid by a third party.

 If you have specific questions or concerns, please email Dani Bundy (dbundy@sbctc.edu), Brandon Reed (breed@sbctc.edu), and Kyrsten Catlin (kcatlin@sbctc.edu).

Campus Solutions Launchpad Testing Wraps Up Today

Local Security Administrators (LSAs) and other users have been participating in a User Acceptance Testing (UAT) activity since March 14, reviewing the upcoming changes and test functionality to confirm the Changes to Campus Solutions Launchpad are working as intended.

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.

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

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).

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

Accessibility Activities

The SBCTC Application Support team has completed a trial of Axe DevTools Pro. We are continuing to use ANDI, Wave, Axe DevTools free, Accessibility Insights for Web, and Lighthouse. We will continue to explore more accessibility tools.

Among other issues, the team is addressing the following:

  • On the HCM Time Pages, the focus goes to banner region after user interacts with calendar widget or previous button or next button. Focus should remain on the control that is selected. Provisional Fix is given by Oracle which is currently in testing phase.
  • W-2 PDF JAWS reads "colon Y" after cell header in Box 13. We have an open Service Request with Oracle on the issue.
  • A fix for configurable header labels is projected to come in HCM Image 49 or 50.

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, April 9, 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.

 

Last Modified: 3/27/24, 9:41 AM
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