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ctcLink Learning Opportunities & Support Roundup: June 5, 2024

June 05, 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 & Learning Opportunities Registration 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 & Learning Opportunities Registration page or on the SBCTC meetings and events calendar (apply filters).
Date Time Event
Jun 6 10am ctcLink Accounting Team: Accounts Receivable Recon Queries
Jun 6 1pm CS Core Work Session: Stacking the Deck: Student Program/Plans
Jun 6 2pm FIN Training: FY25 Grant Award Creation to Activation
Jun 10 11am FIN Work Session: Grants/Projects Q&A Drop-In
Jun 11 9am PS Query Training 401 Expert- Part 1
Jun 11 10am ctcLink Accounting Team: Payroll Liabilities
Jun 11 2pm FIN Work Session: YEAR END TOPICS on AM, GL
Jun 12 9am PS Query Training 401 Expert- Part 2
Jun 12 1pm HCM Work Session: Payroll Processing Timeline
Jun 12 2pm ctcLink Accounting Team: SF/GL Open Forum Meeting
Jun 13 10am ctcLink Accounting Team: Suspense Account Cleanup
Jun 13 2pm FIN Training: FY25 Capital Projects Creating & Maintaining
Jun 17 10am ctcLink Accounting Team: Outstanding Checks and Escheatment
Jun 18 10am ctcLink Accounting Team: Year-End Accrual Process
Jun 18 2pm FIN Work Session: FSCM Prod Support Meeting
Jun 19 10am ctcLink Accounting Team: Open Q&A *CANCELED*
Jun 20 10am ctcLink Accounting Team: VPA Year-end Reconciliation and Process
Jun 20 1pm SF Work Session: SJS Updates
Jun 21 10am ctcLink Accounting Team: FYE24 Open Q&A
Jun 24 10am ctcLink Accounting Team: *CANCELED*
Jun 25 10am ctcLink Accounting Team: Payables Reconciliation
Jun 25 2pm FIN Work Session: YEAR END TOPIC on PO Rollover
Jun 26 10am ctcLink Accounting Team: Deposits in Transit and Inventory Year-End
Jun 26 1pm ** RESCHEDULE TO 7/10/24 1:00PM ** HCM Work Session: Fiscal Year DRS Calendar Update/Creation
Jun 26 1pm HCM Work Session: BENEFITS 24/7 Training and Q&A
Jun 27 10am ctcLink Accounting Team: Fixed Asset Reconciliation
Jun 27 2pm FIN Work Session: FY24 Grants & Projects BEFORE 6/30
Jun 28 10am ctcLink Accounting Team: FYE24 Open Q&A
Jul 1 10am ctcLink Accounting Team: FYE Open Q&A
Jul 2 10am ctcLink Accounting Team: FYE Work Session on Due To/Due From
Jul 2 2pm FIN Work Session: FSCM Prod Support Meeting
Jul 3 10am ctcLink Accounting Team: FYE Work Session Open Q&A
Jul 4 10am ctcLink Accounting Team: *CANCELED*
Jul 5 10am ctcLink Accounting Team: FYE Work Session Open Q&A
Jul 8 10am ctcLink Accounting Team: FYE Work Session LGIP & CoP
Jul 8 11am FIN Work Session: Grants/Projects Q&A Drop-In
Jul 9 10am ctcLink Accounting Team: FYE Open Q&A
Jul 9 2pm FIN Work Session: FSCM Prod Support Meeting
Jul 10 10am ctcLink Accounting Team: Leave Accrual
Jul 10 1pm ** RESCHEDULED FROM 6/26/24 1:00PM ** HCM Work Session: Fiscal Year DRS Calendar Update/Creation
Jul 10 2pm ctcLink Accounting Team: SF/GL Open Forum Meeting
Jul 11 10am ctcLink Accounting Team: FYE Work Session Lease / SBITA / PPP
Jul 11 2pm FIN Work Session: FY24 Grants & Projects BEFORE OBIS 7/15
Jul 12 10am ctcLink Accounting Team: FYE Work Session Open Q&A
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 & Learning Opportunities 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

Welcome New SBCTC IT Team Members

Project Management Office (PMO) Project Managers

The PMO is pleased to welcome new team members, filling two long-open vacancies.

Kevin Bouwman, Project Manager, comes to us with 20+ years at Microsoft with Product and Project Management skills a’plenty. Kevin also brings a philanthropic lens to our team, both from his work within Microsoft and his work leading young student-athletes through his volunteer work with the Puget Sound JC football organization.​

Carrie Powell, Project Manager, comes to us from Centralia College, where many knew her as the ctcLink Project Manager during Deployment Group 4. She came to that role with years of prior PM experience at a small software company and has the added background of being an eLearning Support Manager.​ Carrie was managing a small public library in Colorado during the Killdozer incident in 2004. When the library was demolished by a modified tank/bulldozer, she moved to Washington to ride her horses on the beach.

Kevin and Carrie look forward to interacting with the colleges on several PMO projects, including Common Business Processes; LACES (Literacy, Adult and Community Education System) application replacing WABERS+ (Washington Adult Basic Education Reporting System); TouchNet point-of-sale; and SASI (Security Administration System Improvement).

SBCTC Application Services Director

Saravanan Mylsamy joined the SBCTC IT Division, on Monday, June 3, 2024, as our new Application Services Director, replacing Ray Gartner who recently retired after 36 years of service to our system.

Saravanan is a servant leader and continuous learner who loves to work with teams and is curious about both people and processes. He has experience leading high-performing and cohesive software engineering teams; most recently, as Director of Software Engineering at Nike, where Saravanan partnered with 20+ teams globally spanning business, technology, and product organization. He is passionate about end-to-end scalable systems, using metrics and key performance indicators to measure and increase efficiency.

Saravanan also brings with him experience in architecting, implementing, and supporting a cloud ERP platform; and has developed testing strategy, IT policies and procedures, and business processes.

Saravanan holds a master’s degree in computer science and a variety of industry certifications, including the Project Management Professional (PMP)® Certification from the Project Management Institute, Information Technology Infrastructure Library (ITIL), and Machine Learning from Stanford University. An avid outdoor enthusiast, Saravanan lives in Portland and loves to explore the natural wonders of the West Coast, from trail runs through national and state parks to leisurely strolls among the blooms of Portland's Rose and Japanese Gardens. 

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

Data Summit 2024: Save the Date!

Monday, Aug. 19 (all day) & Tuesday, Aug. 20 (tentative half-day) at South Puget Sound Community College, Lacey Campus.

Planning for Data Summit 2024 is now underway.

The DataLink Steering Committee (IT Commission & Research and Planning Commission) is in the planning stages for another informative event discussing all things data. Last year, participants heard from several areas about work occurring to set a foundation for growth in this area. 

In 2024, the committee aims to build on that foundation with valuable discussions and a more in-depth look at our system’s data landscape and data needs.

The agenda is under development but will include:

  • Hands-on work with the data
  • Deep dives on hot topics
  • Topic-specific groups, rather than role-specific
  • Opportunities for collaboration
  • Information on what’s coming down the road

For the Tuesday half-day, the planning team is considering hands-on, deep dives into a couple of topics, but nothing is set.

Get involved

We want to hear from you!

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

CS Core Learning Opportunities

CS Core Training

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 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

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. 
  • Thursday, Aug. 15, 2024, 1-3 p.m., Learn more and join the session
  • Thursday, Nov. 21, 2024, 1-3 p.m., Learn more and join the session

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.

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.

Hodgepodge: A Treasury of Tiny Topics

Thursday, July 18, 2024, 1-3 p.m., Learn more and join the session

So many topics deserve a spotlight but don’t quite merit an entire session by themselves. So, what to do? We are bundling them up for you in a Very Special Hodgepodge Session!

While we plan to cover some fundamentals, such as understanding effective-dating and best practices in testing, much of this session will be a speed-review of reminders and suggestions about fix-it processes like Synchronize Enrollment Totals and workarounds like Bypassing Clean Address.

Designed to prompt many “Ohhh, RIGHT!” responses and build your muscle memory, this session should be a fun one.

Modules: All

Questions? Contact CS Core Support.

Behind the Integration Broker (IB): Data Synchronization between HCM and CS Pillars

Thursday, Aug. 1, 2024, 1-3 p.m., Read more and join the session

Seeking clarity about what data moves from HCM to Campus Solutions? And how? We hope to not only satisfy your curiosity but also make it easier for your Student Records and HR offices to stay in sync and achieve your intended outcomes.

This session will be an introduction to what Integration Broker (IB) is, how it works and what it does. We’ll discuss some of the basic consideration points and tips about managing biodemo data, particularly those nuances of being in a multi-pillar, global environment. 

Questions? Contact CS Core Support.

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

FIN Learning Opportunities

FIN Training

FY25 Grant Award Creation to Activation

Thursday, June 6 , 2 p.m., Learn more and join the session 
July 1 is the beginning of a new fiscal year [FY25] and includes new Grant Awards. Let's walk through the creation to activation process for a Cost Reimbursable Contract (CRC) Award and a Fixed Price Contract (FPC) Award. We will also review the basics on Award Prep plus tips and tricks throughout the setup process. We will follow the basic steps: 

  • Award Prep: Gather your info
  • Create and Submit a Proposal
  • Generate an Award
  • Manage the Award: Adding Terms, Project Type, and Finalize the Budget
  • Finalize and Activate the Award
  • Communicate valid ChartStrings for Payroll Combo Codes & Tuition-related Item Types 
FY25 Capital Projects Creating & Maintaining

Thursday, June 13, 2 p.m., Learn more and join the session 

July kicks off a new fiscal year, which may include new Capital Projects. Let's walk through the creation to activation process for a Capital Project. We will also review the basics of maintaining a Capital Project plus tips and tricks throughout the setup process:

  • Create a Capital Project
  • Create and Finalize a Capital Project Budget
  • Maintaining Capital Projects
  • Time for Q&A 

FIN Work Sessions

FIN Work Sessions: FY24 Grants & Projects

Please join the ctcLink Finance Customer Support team for two collaborative support sessions to help troubleshoot, clear-out errors, and reconcile prior Fiscal Year End 2023-2024. This includes ALL Grants, Program Projects, and Capital Projects.

Questions? See the contact information listed in the event calendar listings above.

ctcLink Accounting Team presents: Chartstring Clean-Up & Special Topics

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

Questions? See the contact information listed in the event calendar listings below.

DATE/TIME EVENT/TOPIC
Thursday, June 6, 10 a.m. ctcLink Accounting Team: Accounts Receivable Recon Queries
Tuesday, June 11, 10 a.m. ctcLink Accounting Team: Payroll Liabilities
Thursday, June 13, 10 a.m. ctcLink Accounting Team: Suspense Account Cleanup
Monday, June 17, 10 a.m. ctcLink Accounting Team: Outstanding Checks and Escheatment
Tuesday, June 18, 10 a.m. ctcLink Accounting Team: Year-end Accrual Process
Thursday, June 20, 10 a.m. ctcLink Accounting Team: VPA Year-end Reconciliation and Process
Friday, June 21, 10 a.m. ctcLink Accounting Team: FYE24 Open Q&A
Tuesday, June 25, 10 a.m. ctcLink Accounting Team: Payable Reconciliation
Wednesday, June 26, 10 a.m. ctcLink Accounting Team: Deposits in Transit and Inventory Year-End
Thursday, June 27, 10 a.m. ctcLink Accounting Team: Fixed Asset Reconciliation
Friday, June 28, 10 a.m. ctcLink Accounting Team: FYE24 Open Q&A

FIN Daily Fiscal Year-end (FYE) Work Sessions

Join the SBCTC Business Operations ctcLink Accounting team for Fiscal Year-end 2023-2024 accounting support and guidance. Topics include FYE preparation, reconciliation, and processes.

These focused work sessions will run daily, Monday through Friday (except holidays), 10 to 11 a.m., July 1 through August 2, 2024.

Questions? See the contact information listed in the event calendar listings below.

DATE/TIME EVENT/TOPIC
Monday, July 1, 10 a.m. ctcLink Accounting Team: FYE Open Q&A
Tuesday, July 2, 10 a.m. ctcLink Accounting Team: FYE Work Session on Due To/Due From
Wednesday, July 3, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Thursday, July 4, 2024 Independence Day Holiday
Friday, July 5, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 8, 10 a.m. ctcLink Accounting Team: FYE Work Session LGIP & CoP
Tuesday, July 9, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Wednesday, July 10, 10 a.m. ctcLink Accounting Team: FYE Work Session Leave Accrual
Thursday, July 11, 10 a.m. ctcLink Accounting Team: FYE Work Session Lease / SBITA / PPP
Friday, July 12, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 15, 10 a.m. ctcLink Accounting Team: FYE Work Session Spend Down/Negative Cash Clearing
Tuesday, July 16, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Wednesday, July 17, 10 a.m. ctcLink Accounting Team: FYE Work Session Unearned Revenue
Thursday, July 18, 10 a.m. ctcLink Accounting Team: FYE Work Session Shared Leave
Friday, July 19, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 22, 10 a.m. ctcLink Accounting Team: FYE Work Session VPA Accrual, Building & Innovation Balancing, International & Running Start Remit/Accrual
Tuesday, July 23, 10 a.m. ctcLink Accounting Team: FYE Work Session Disclosures
Wednesday, July 24, 10 a.m. ctcLink Accounting Team: FYE Work Session Allocation of Revenues to Match Expenditure Chartstrings
Thursday, July 25, 10 a.m. ctcLink Accounting Team: FYE Work Session P132 & P133 Year-end Entries
Friday, July 26, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Monday, July 29, 10 a.m. ctcLink Accounting Team: FYE Work Session Clearing State Cash/ Internal Cash to Real Cash
Tuesday, July 30, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Wednesday, July 31, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Thursday, Aug. 1, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A
Friday, Aug. 2, 10 a.m. ctcLink Accounting Team: FYE Work Session Open Q&A

FIN Work Session: Grants/Projects Q&A Drop-In

Every second Monday of the month at 11 a.m. join the ctcLink Finance Customer Support team for a collaborative, interactive and troubleshooting drop-in session on everything Grants/Projects.

Questions? See the contact information listed in the event calendar listings below.

DATE/TIME EVENT/TOPIC
Monday, June 10, 11 a.m. FIN Work Session: Grants/Projects Q&A Drop-In
Monday, July 8, 11 a.m. FIN Work Session: Grants/Projects Q&A Drop-In

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 ctcLink Finance Customer Support team provides updates on Service Tickets, PeopleSoft enhancements, and open forum time to ask questions or request future topics.

DATE/TIME EVENT/TOPIC
Tuesday, June 11, 2 p.m. FIN Work Session: YEAR END TOPICS on AM, GL
Tuesday, June 18, 2 p.m. FIN Work Session: FSCM Prod Support Meeting
Tuesday, June 25, 2 p.m. FIN Work Session: YEAR END TOPIC on PO Rollover
Tuesday, July 2, 2 p.m. FIN Work Session: FSCM Prod Support Meeting 
Tuesday, July 9, 2 p.m. FIN Work Session: FSCM Prod Support Meeting 

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations 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.

DATE/TIME EVENT/TOPIC
Wednesday, June 12, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, July 10, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting

Financial Aid ISIRs Work Sessions

The ctcLink Financial Aid Support team will hold open work sessions Monday through Friday, June 10-14, 2024, for colleges to process ISIRs and begin awarding aid using the contingency awarding process:

  • 9 a.m. to 12 p.m., work session
  • 12 – 1 p.m., lunch break
  • 1 - 4 p.m., work session continues

During the Webex on Friday, June 14, the FA community will evaluate its needs for the week ahead. Just in case, colleges are asked to block out the June 17-18 and June 20-21 for the same time. (June 19 is the Juneteenth holiday.)

Get ready

On Monday, June 10, colleges will begin loading summer header college ISIRs during the supported work session. To prepare, college FA officers were asked to read the PowerPoint slides distributed May 24 to the FA Support listserv. While this information was covered during the Aid Year Rollover sessions, colleges are asked to read instructions specific to June 10.

FAFSA milestones ahead

  • Saturday, June 8, 2024: Financial Aid Support and Application Services teams move the PRP3 into production and conduct final readiness tests.
  • Monday, June 10, 2024: Colleges get access to the new system.
  • June 10 through June 21, 2024: ctcLink Financial Aid Support team will deliver hands-on financial aid support sessions for colleges.

There will continue to be adjustments from the Department of Education (ED) and requisite coding changes from Oracle, so this effort is only the beginning.

SBCTC FAFSA Resources Webpage

Visit the 2024-25 FAFSA Resources web page for regularly updated information for college employees and includes updated FAQ templates including a Q&A center.

FAFSA Simplification Q&A center (for colleges)

Submit questions and ideas about FAFSA simplification efforts to the SBCTC FAFSA Response Team 

FAFSA in the News

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

FA-Related Query Freeze Until July 1

The FA Support team has requested a freeze on all migrations for FA related queries. This freeze is to help the FA Support team focus on the upcoming FA changes that are moving into production on June 8.  The freeze began Wednesday, May 8, and goes through Friday, June 28.

We do understand and acknowledge the concerns surrounding the brief pause in FA query migration to production. Typically, we aim to provide advanced notice for such activities, and we apologize for any inconvenience this may cause. Moving forward, we are committed to improving our communication practices to ensure you are informed well in advance of any similar interruptions. Given the ever-evolving landscape of financial aid regulations, particularly with the Department of Education and Oracle updates, we find it imperative to allocate as much attention as possible to setting up and testing the aid year promptly.

A comprehensive list of queries is available for the financial aid community, along with an additional set tailored to support the preparation and processing of the 2024-2025 aid year. Despite this, we must temporarily pause FA query development for the following reasons:

  • Maintaining Global Query Criteria: Ensuring consistency and relevance across all queries is crucial for effective data management, data usage and reporting.
  • Minimizing Upstream and Downstream Impacts: We are dedicated to mitigating any potential disruptions to data flow and system functionality.
  • Maximizing Data Integrity: Our focus remains on preserving the accuracy and reliability of the information within our system and our global standards.

We want to reassure you we will migrate FA queries currently in the queue into production as scheduled. Additionally, moving forward until early July, our teams will prioritize critical FA query needs, dedicating concerted efforts to create, validate, and deploy them promptly.

Your understanding and support during this period are greatly appreciated. If you have any urgent FA queries or concerns, please don't hesitate to reach out to us directly.

Thank you for your continued support and collaboration as we navigate these developments together.

Contact Ivy Brent, Associate Director of ctcLink Business Intelligence, if you have any questions.

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.

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

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

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.

Behind the Integration Broker (IB): Data Synchronization between HCM and CS Pillars

Thursday, Aug. 1, 2024, 1-3 p.m., Read more and join the session

Seeking clarity about what data moves from HCM to Campus Solutions? And how? We hope to not only satisfy your curiosity but also make it easier for your Student Records and HR offices to stay in sync and achieve your intended outcomes.

This session will be an introduction to what Integration Broker (IB) is, how it works and what it does. We’ll discuss some of the basic consideration points and tips about managing biodemo data, particularly those nuances of being in a multi-pillar, global environment. 

Questions? Contact CS Core Support.

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

SF Learning Opportunities

Please feel free to reach out to SFSupport@sbctc.edu if you have any questions or need further clarification.

SF Work Session: Second Journal Set (SJS) Updates

Thursday, June 20, 2024, 1 p.m., Learn more and join the session

Join us for a comprehensive training session on the SJS enhancement, which went live in February. We will review the added benefits of this crucial financial tool to ensure everyone is up to date.

As part of our annual updates, we will demonstrate how to update SJS item type project/activity information. We are planning to streamline access so you can make these updates at your convenience without the need to submit a ticket.

Our session will cover:

  • Locating, updating, and validating your SJS item types to ensure proper configuration.
  • SBCTC Business Operations Division will provide guidance on reviewing and manually posting SJS-generated journals
  • The option to automate the generation process.

Don't miss this opportunity to enhance your understanding and efficiency with the SJS system. Join us and stay ahead with these important updates.

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations 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.

DATE/TIME EVENT/TOPIC
Wednesday, June 12, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, July 10, 2024 ctcLink Accounting Team: SF/GL Open Forum Meeting

Next PCD Refresh updated to July 1

In support of the Financial Aid community's contingency awarding efforts currently underway, the next PCD refresh date will be Monday, July 1, 2024. The environment will not be updated June 10.

This has been updated on the ctcLink Support webpage: Environment/Pillar Updates and Outages.

Why this change?

There was concern among the colleges and the FA Support team that SAIs from the Department of Education uploaded to PCD might get lost, so they want to wait until they’re confident ISIRs loaded into Production are working as designed, so colleges are assured a record to compare what they see in PROD vs. PCD.

To best support the Financial Aid community's activities, PCD needs to be stood up 24/7. In particular, FA Support will be intently working with college clients June 10-12 to load ISIRs into PROD.

Data Summit 2024: Save the Date!

Monday, Aug. 19 (all day) & Tuesday, Aug. 20 (tentative half-day) at South Puget Sound Community College, Lacey Campus.

Planning for Data Summit 2024 is now underway.

The DataLink Steering Committee (IT Commission & Research and Planning Commission) is in the planning stages for another informative event discussing all things data. Last year, participants heard from several areas about work occurring to set a foundation for growth in this area. 

In 2024, the committee aims to build on that foundation with valuable discussions and a more in-depth look at our system’s data landscape and data needs.

The agenda is under development but will include:

  • Hands-on work with the data
  • Deep dives on hot topics
  • Topic-specific groups, rather than role-specific
  • Opportunities for collaboration
  • Information on what’s coming down the road

For the Tuesday half-day, the planning team is considering hands-on, deep dives into a couple of topics, but nothing is set.

Get involved

We want to hear from you!

Query Developer Learning Opportunities

Step Up your Query Game

Learn more about the Designated Query Developer Training series and start your journey to becoming your college’s very own query guru! Or query wizard, if you prefer. Or maestro. Maybe a goddess, crackerjack, wizard, or maven. It’s up to you!

Upcoming courses include:

Plan ahead for 2024

The ctcLink Training Calendar has been updated with 2024 instructor-led query-related training. To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.

How to for Query Developer Courses

The process to enroll in Query Developer Canvas courses has been streamlined. Now, instead of emailing Data Services, simply:

  • Visit the ctcLink Training Registrationpage,
  • Select the class(es) from the Designated Query Developer Training section,
  • Follow the sign-up process.

More for PeopleSoft Query Developers

Find more ctcLink PeopleSoft Query Development resources including forms, documentation, and tools at the ctcLink PeopleSoft Reporting web page.

Recertification BI Publisher Reports per Pillar Now Available

New BI (Business Intelligence) Publisher reports can be run to assist institutions in recertifying user access per pillar. This is a huge step for audit compliance!

These reports do not contain Base security role access for employees but will show other roles assigned to users that need to be recertified at least twice a year for all users in ctcLink.

Thank you to Kael Godwin, Highline College, and Tami Morrill, SBCTC Data Services, for getting these reports out there and to the Security team for testing and documenting. Laurel Anderson and Bill Ramirez were instrumental in getting these released.

See the Quick Reference Guides (QRGs) for more information:

Please feel free to email Shelia Sloan, Application Security Associate Director, if you have any questions.

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, June 11, 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: 6/13/24, 8:44 AM
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