ctcLink Learning Opportunities & Support Roundup: Aug. 7, 2024

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
Aug 13	9am	SBCTC - Uniform Grants Guidance Updates and EDGAR Training
Aug 13	2pm	FIN Work Session: FSCM Prod Support Meeting
Aug 14	2pm	ctcLink Accounting Team: SF/GL Open Forum Meeting
Aug 15	1pm	CS Core Work Session: Open Q&A Session
Aug 20	9am	*NEW SESSION* Fin Aid Training: (Trailer Colleges Only) Loan Set Up for Schema 5.0b and 2024/2025 Loan Processing
Aug 20	11am	FIN Work Session: Asset Mgmt Q&A Drop-In
Aug 20	2pm	FIN Work Session: FSCM Prod Support Meeting
Aug 21	8:45am	PS Query Training 102 - Query Security
Aug 22	9am	SF Training: 2024 Fall Welcome Back to Basics: Cashiering, Refunds, & Payment Plans
Aug 27	2pm	FIN Work Session: FSCM Prod Support Meeting
Aug 29	2pm	FIN Training: GL Back to Basics
Sep 3	2pm	FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Sep 5	1pm	CS Core Work Session: Getting Repeat Ready
Sep 9	11am	FIN Work Session: Grants/Projects Q&A Drop-In
Sep 10	9am	PS Query Training 301 Advanced - Part 1
Sep 10	2pm	FIN Work Session: FSCM Prod Support Meeting
Sep 11	9am	PS Query Training 301 Advanced - Part 2
Sep 11	2pm	ctcLink Accounting Team: SF/GL Open Forum Meeting
Sep 17	11am	FIN Work Session: Asset Mgmt Q&A Drop-In
Sep 17	2pm	FIN Work Session: FSCM Prod Support Meeting
Sep 18	8:30am	CS Core Refresher: Enrollment Appointments

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.

 

System Environment Updates & Outages

Stay up to date on planned maintenance and service outages for ctcLink and related systems: ctcLink Support Page (includes Planned Service Outages)

PCD Data Refresh

PCD Data Refreshes normally occur on the first Monday of every month.  The next PCD data refresh will be Monday, Sept. 2

HCX Versions

We are currently on Version 23.2.0.  Our next adoption is scheduled for Fall and includes three HXC Versions (23.3, 24.1 and 24.2).  For CS Core, testing has begun.  HighPoint delivers releases three times a year, corresponding with the PeopleSoft Image Update schedule.

PeopleSoft Campus Solutions Update Image

We are currently on Image 29.  Our next adoption is scheduled for Fall and includes Images 30, 31 and 32.  For CS Core, testing has begun.  Oracle delivers CS Image releases three times a year.

PeopleSoft PeopleTools Updates

We are currently on 8.59.21, deployed April 27, 2024.  PeopleTools provides the underlying technology for PeopleSoft applications, including Campus Solutions.  PeopleSoft applications are built, deployed, and maintained using PeopleTools.  Oracle delivers PeopleTools releases every 12-18 months; no additional PeopleTools updates are scheduled for 2024.

Data Summit 2024: Register Now

Monday, Aug. 19, 9 a.m. to 4 p.m., South Puget Sound Community College - Lacey Campus

4220 6th Ave SE, Lacey, WA 98503 Building 1, Room 186; no parking pass required.

This event is a collaborative effort sponsored by the DataLink Steering Committee working in partnership with the Information Technology Commission, Research & Planning Commission, and the ctcLink College Collaboration Group.

Data Summit 2024 Agenda

Sessions include:

• High-Level Review of Baseline Data Replication Package (BDRP) and DataLink
• Essential data tables and resources within our systems
• Data governance essentials
• Budget reports for day-to-day budget managers
• Enhancing solution sharing with the BDRP Extractor Tool
• Data security protocols
• Information Technology (IT) and Institutional Research (IR) collaboration
• Automating student onboarding with BDRP and Okta
• Security Administration System Improvement (SASI) Project

Register

Please submit this short registration form if you plan to attend.

While we would love to see you all in person, we will also provide a remote option to attend via Zoom. Please register regardless of how you will participate.

OAAP Issue Fix Underway

We received reports that some users logging into OAAP with their EMPLID are unable to fill out an application.

This issue only affects users who log in to OAAP with an EMPLID that is not already connected to a submitted OAAP application.

The vendor has developed a fix which is currently being tested and we estimate the fix will be launched into production the morning of Monday, Aug. 12, 2024.

In the meantime, EMPLIDs that are associated with submitted applications are still able to start and submit new applications in OAAP (even if they have never used their EMPLID to log in to OAAP before). Applicants can also create an OAAP account to log in and apply. 

The ctcLink CS Core team will send another update when the fix has been launched. Thank you for your patience.

Hard Work and Big Win for CS Core and Colleges

Last week, CS Core support teams helped deliver CampusCE Descoped Items (including a new CampusCE Search/Match). These items were descoped from the ctcLink Project at the conclusion of ctcLink implementation activities in June 2022 and reassigned to SBCTC Application Services and Campus Solutions Support (CS Core) for completion.

For complete project details, see “CampusCE Descoped Items Went Live Aug. 1” in the CampusCE News section below.

Acknowledgments

SBCTC extends its sincere appreciation to our college partners, who continue to advocate for students and put in significant time, effort, and care toward reading, understanding, and thoroughly testing system changes to ensure a successful launch.

We couldn’t do this without you! It is no secret that we work alongside remarkable college staff who consistently strive to make a positive difference in the lives of their students!

Kyrsten Catlin, Associate Director Campus Solutions (CS Core), personally thanks several colleagues for their guidance, hard work, and collaboration on this project. Each of these individuals contributed their skills and knowledge to help maintain project momentum and get us over the finish line! Whether creating documentation, analyzing data and troubleshooting issues, thinking through testing scenarios and testing strategies, or communicating with colleges and the vendor, Kyrsten sincerely appreciates their teamwork!

With gratitude

• Amy Lanser, SF Functional Analyst
• Brandon Reed, Associate Director of Student Financials
• Caitlin Stein, CS Testing Coordinator
• Charles Velasquez, SF Senior Functional Analyst
• Christopher Soran, Application Support Manager
• Gretchen Fulmer, Associate Director of Training
• Joe Carl, OAAP Okta CS Core Lead
• Jyothsna Ravuri, PeopleSoft Integration Engineer
• Lisa Garcia, PeopleSoft Security Analyst
• Mandi Velasquez, SF Functional Analyst
• Maria Sultan, CS Senior Functional Analyst & CampusCE Descoped CS Core Lead
• Michael Hilty, PeopleSoft Developer & Support Engineer
• Tamara Allen, SF Senior Functional Analyst
• Tami Whitney, Associate Director of Training
• Tanjagay Martin, CS Functional Trainer Tanjagay Martin,

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.

NEW! CS Core Refresher: Enrollment Appointments

Wednesday, Sept. 18, 2024, 8:30 – 10 a.m., Read more and join the session

This session will include the following topics:

• Student Program Plan Discontinuation
• Batch Term Activation
• Enrollment Appointments
• Define Student Appointment Blocks
• Create the Enrollment Appointment Table
• Assign Enrollment Appointments in Batch

The term activation batch job runs more efficiently with fewer active program/plan stacks and fewer term-activated students' tuition calculations. Additionally, it prevents accidental term activations. Develop criteria for when a student must reapply to your institution and submit a ticket to discontinue ineligible students.

Next, we will walk through Batch Term Activation. Before enrolling, students must be term-activated; the local business process will determine the number of previous terms to include. Then, we will create Student Appointment Blocks using Student Groups and Cumulative Units. Student Blocks are One-Time Setups. Once you have set up your Student Appointment Blocks, you do not need to recreate them every term. After creating Student Appointment Blocks, we will set dates and times on the Appointment Table. Finally, we will assign appointments in Batch.

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, and 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 includes 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

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.

Questions? Contact CS Core Support.

Getting Repeat Ready

Thursday, Sept. 5, 2024, Learn more and join the session

We’ve spent a lot of time talking about the Repeat Rule and the State Repeat Policy.  In this session, Cielito Lane, Bates Technical College, won’t cover ANY of that!  Nope, not at all!  This is not about the Rule.  It is not about the Policy.  So what is it about?  This session is about DOING it.  Because that’s what time it is. Time to DO IT.

Our focus is getting repeat-ready, so this session will benefit those colleges who haven’t felt quite brave enough to run the Repeat Checking Process.  Getting repeat-ready means preparing by cleaning up your Course Catalog and using queries to make sure everything IS clean.  It also means making some business decisions around how you will process students who had enrollment in both Legacy and ctcLink, specifically around the REP grading basis and REXP repeat codes.  You’ll leave this session feeling confident and ready to tackle repeat checking!

Caring for Your Core Processes

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

Come learn about the best practices, common issues and frequently asked questions related to scheduling and jobsets!  We’ll talk about run controls and process recurrences as we demonstrate how to use the process monitor and how to review resulting success/error files.  Shelia will join us to explain the purpose of the college jobs account and related expectations and responsibilities.  Note, this content will be specific to CS Core modules (admissions, advisement, enrollment, curriculum management, etc).

Module: PeopleTools

Primary Audience: Process Schedulers

Facilitator/s: Maria Sultan and Marissa Baker, SBCTC with Shelia Sloan, SBCTC

Reference materials: Process Scheduler/Process Monitor

CS Core Work Session: [Students] Got Bills; They’re Multiplying!

Thursday, Nov. 7, 2024, 1-3 p.m., Read more and join the session

Does looking at the student account make you feel like you’re loooooosing control?  Well, you better shape up, to help you better understand (la la la), that this session is for you.  This is the-one-you-want (do-do-do).  This session is for those of you who work outside of Student Financials who may need to view the student account and understand what you are seeing.  Today we’ll get you a few key words and concepts that will help you better navigate, translate and make sense of Student Financials. 

We’ll start with a high-level overview of different tuition groups and tuition calculation.  Then, a basic understanding of how to read the student account and where to find information about payments, refunds and more. We will also review the account from the student’s perspective so you can help your students navigate what they see in Self-Service. GREASE up those minds, this session will be ELECTRIFYING.

Module: Student Financials

Primary Audience: Student Financials-Adjacent staff

Facilitator: Jill Hammitt, Highline College

Reference materials

• What I Owe (HCX) QRG
• Highline Canvas:  Tuition/Fees Account Balances (Student Homepage)
• Highline Canvas:  Tuition/Fees and Account Balances (Mobile)

NEW! CS Core Work Session: Get on the sCOREboard

Thursday, Dec. 5, 2024, 1-3 p.m., Read more and join the session

As the year ends, it’s once again time to celebrate the progress we've made as a system in ctcLink! All that hard work deserves a break so let’s take some time for some fun and games! Your CS Core team will host this light-hearted trivia-esque experience. The winning college not only gets bragging rights but ALSO gets to work with us to ensure that one of their most desired topics is addressed in a 2025 work session. This is your opportunity for you to show off that you’ve been scouring your bulletins, attending our work sessions, and bookmarking your QRGs/Canvas courses.

We may even throw in some random college and Washington state facts just to keep everyone on their toes and even the playing field!

CampusCE Possible Data Exposure

Last Thursday, Aug. 1, WACTC presidents, chancellors, and the IT Commission (ITC) were informed  about a recent issue concerning the CampusCE system, a third-party solution hosted and managed by CampusCE, that integrates with PeopleSoft.

Due to a misconfiguration on a CampusCE web server, some personally identifiable information (PII) — including names, addresses, phone numbers, birthdates, sex, and email addresses — was potentially exposed. Once the issue was discovered, CampusCE was informed and took immediate action to rectify the misconfiguration and secure all data.

We are currently awaiting an official incident report from CampusCE to understand the complete scope of the exposure. Once we receive and review this report with CampusCE, we will have more definitive information the number of students who may have been impacted (if any), how CampusCE plans to notify those who might have been impacted, and further steps that will be taken to safeguard data.

College and IT leadership will be notified as more information becomes available. Contact Kenn Nied, SBCTC Director of Network Services and Security, if you have any questions.

CampusCE Descoped Items Went Live Aug. 1

After much technical redevelopment work and internal testing, the CampusCE descoped items were deployed on Thursday, Aug. 1.

These items were descoped from the ctcLink Project at the conclusion of ctcLink implementation activities in June 2022 and reassigned to SBCTC Application Services and Campus Solutions Support (CS Core) for completion.

Project-descoped items were deployed in phases and these items represent the final descoped items - Phase III. There are minimal changes that are noticeable to the end-users.

Please take time to refamiliarize yourself with these changes at the ctcLink/CampusCE Update Overview document.

Coming Soon: Continuing Education QRGs and Queries

CS and SF teams are putting together some final touches on QRG updates. The QRGs being updated include CNED CampusCE Transaction Management Page and CNED CampusCE Errors. We anticipate these updates being completed by the end of this week and will follow-up with the colleges.

Additionally, a new query is being developed to support these changes and we anticipate it being available in production by the end of August. This query can be used to reconcile:

• CampusCE orders with a completed status, but the student is not enrolled in the class, and
• CampusCE orders that have an error status, but an update was not sent from ctcLink to update the order status in CampusCE.

PCD Deployment

CampusCE Dev sites are integrated with the PCD environment for college testing. On August 5, the PCD environment was refreshed from production. SBCTC coordinated with CampusCE to enable the descoped items in the CampusCE Dev site.

Student Financials Update

CampusCE students who will be receiving third party funding in ctcLink should have their “payment” processed in CampusCE by following the Registrations Order Processing Review Document from the 9.2 Registration Process from CampusCE to ctcLink QRG. Application Services has updated coding on our end to not apply the automated CampusCE payment when the transaction is correctly processed on the student designated as receiving third party funding in ctcLink. This way, charges remain outstanding on the student account and are therefore available to be paid in ctcLink. However, in the event of enrollment changes resulting in a refund percentage other than 0%, certain payment item types (700000000800 “Campus CE Payment” and 600000000800 “Campus CE Discount”) will still need to be reviewed and may need to be manually reversed in ctcLink. Functional Teams are continuing to research this credit balance issue to determine possible functionality changes in the future.

Reported issues out-of-scope for the current project

Additionally, other issues were reported during user acceptance testing (UAT) that were out-of-scope for this project. SBCTC will work with CampusCE (vendor) in the future 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. 

Support

We are here to support you! If you notice any unexpected issues, please do not hesitate to reach out for assistance:

• Is this an issue appearing in CampusCE?  Contact CampusCE directly using the email: support.team@campusce.com  
• Is this an issue appearing in ctcLink? Submit a Service Desk ticket to SBCTC. 
  • Please follow your local college business processes for submitting tickets. The available request types are:
    • For CS Core assistance: ctcLink Support > Campus Solutions > CS: CampusCE
    • For SF assistance: ctcLink Support > Student Financials > SF: CampusCE Fees/Payments in ctcLink

FIN Learning Opportunities

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

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.

Need help with setting up FY25 grants? Feel free to reach out to Michele Rockwell, MSML, ctcLink Finance Functional Analyst.

You are invited to drop in with any questions related to grants and projects at the open Q&A sessions.

DATE/TIME	EVENT/TOPIC
Monday, Aug. 12, 11 a.m.	FIN Work Session: Grants/Projects Q&A Drop-In
Monday, Sept. 9, 11 a.m.	FIN Work Session: Grants/Projects Q&A Drop-In
Monday, Oct. 14, 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, Aug. 13, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting
Tuesday, Aug. 20, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting
Tuesday, Aug. 27, 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, Aug 14, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, Sept. 11, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, Oct. 9, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting

 

Financial Aid Award Processing Update

Overall Numbers as of Wednesday, Aug. 7, 2024

Despite the FAFSA delays and the continued need for workarounds, during what has been arguably the most challenging aid year launch ever, college financial aid teams are doing stellar work. Please take a moment to acknowledge your team in whatever ways are most meaningful, be it with words, food, or flexibility.

As of today, 13,015 students have been awarded for the summer term, and 17,711 students have been awarded for the fall term of the 2024-2025 academic year.

In comparison, as of this date last year, 10,882 students were awarded for the summer term (up by 2,133), and 16,896 students were awarded for the fall term of the 2023-2024 academic year (up by 815).

Additionally, as of Aug. 5, colleges have loaded a total of 4,527 WASFA applications into the system to date, compared to 3,289 last year (up by 1,238).

Breaking FA News: ED Announces 2025-26 FAFSA To Open Dec. 1, 2024 with Full Functionality

Today the Office of Federal Student Aid (FSA) announced that the 2025-26 Free Application for Federal Student Aid (FAFSA) will be released on December 1, 2024, with full, end-to-end functionality. The outreach tools and resources that typically accompany the form will be released in advance and FAFSA processing will occur within one to three days of submission. If realized, this announcement means that the system will be fully functional for all students on December 1, 2024.

FSA also announced that it will begin FAFSA testing cycles in selected locations starting in October and will grow the number of FAFSAs it tests over time. Students who submit the FAFSA during the testing phase will not need to re-submit once the form is live. This approach will allow FSA to identify software issues that only become clear once the data has traveled through the system, increasing confidence that applicants, families, state and college administrators will have a smooth experience when using the system.

Read more about the Department of Education’s announcement.

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 

Federal Student Aid (FSA) Training Spotlight

Have you missed a recent FSA training webinar? You can find links to all recent webinars at the top of FSA’s Webinars and Training Videos page. The most recent webinars are linked there so you can find them easily:

• July 24: FAFSA Data Use in 2024‒25
• July 10: How to Report FVT/GE Data to NSLDS
• June 28: Demo of FAFSA Partner Portal Corrections

Visit the new FAFSA Partner Portal training page to watch a demo on an overview of using the system. Stay tuned soon for additional in-depth training on FAFSA Partner Portal functionality including Applicant View and Corrections.

If you have any questions about your own training situation and completion of courses, please send an email to helpdesk.fsatraining@ed.gov.

FAFSA in the News

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

FA Queries Galore!

New queries abound due to the FAFSA Simplification and Enrollment Intensity. These new queries will be added to the guides as time allows. 

For your convenience, here are all the new queries in one spot in this bulletin, which will also be posted to the ctcLink Reference Center under Financial Aid Resources:

New queries in PRD

• QCS_FA_PRE_REQ_PLANS
• QCS_FA_LOAD_COMP_ENRL_NSC
• QCS_FA_LN_DEPEND_STAT_BUG
  • This query is a workaround for the loan reject dependency 24/25 Known Issue and identifies students with dependency status of Y (Independent Reject) or X (Dependent Reject) on the Student Aid table, which could trigger the Aggregate Error we reported previously. It also identifies students with originated loans with dependency status of Y or X that need to be updated prior to transmitting to COD. Learn more at FAFSA Simplification 2024-2025 Known Issues in ctcLink - Packaging Message for Aggregate Limits

Other queries with enrollment intensity

• CTC_FA_LOAD_COMP_BETWEEN_DATE
• QCS_FA_CENSUS_DATE_LIST
• QCS_FA_LOAD_DECREASE_B4_CENSUS
• CTC_FA_AUTHORIZATION_DISCREP

New queries created for FAFSA Simplification

• QCS_FA_SAI_DISCREPANCY - There are many reported bugs where PS's calculation of SAI is different from the FPS SAI coming in from the file, so we built a query to find the discrepancies!
• QCS_FA_MISSING_NSLDS_LOAN_YEAR- Please make sure to select all required fields mentioned in our QRG ( 2 Manually Awarding Aid for a Student without a FAFSA | 9.2 FA - Packaging and Awards | ctcLink Reference Center) when building FA Term manually. Leaving the NSLDS Loan Year field blank will cause the global file review query QCS_FA_FILE_REVIEW_DATA to go to No Success and will also cause a SQL error on the WCG Eligibility page.

Added note that Assign and Waive checklist queries were added to the most recent JobSet Guide for those that have it/are responsible for the 24/25 ISIR JobSet.

FA Learning Opportunities

Loan Set Up for Schema 5.0b and 2024/2025 Loan Processing: Trailer Colleges

Tuesday, Aug. 20, 2024, 9 a.m. to 12 p.m., Read more and join the session

Audience: Trailer college Financial Aid staff responsible for Direct Loan Origination and Outbounding

By request, some colleges have expressed interest in a session to walk through setting up the new AY loan run controls for when you begin processing loans in the 2024-2025 Aid Year (AY).

This Financial Aid Session is a hands-on workshop to set up/adjust your Run Controls for the 2024-2025 AY in preparation for sending out your Direct Loan files for the Fall Term.

Agenda

• Updating/checking Loan Fee Set Up
• Updating/checking Loan Fee in Item Types Set Up 
• Updating/checking the Loan Fee in Create Loan Types page
• Updating the Process Loans Run Control ID parameters to 2025 AY
• Break: 10:30 – 10:45 a.m.
• Updating the Odd Year (OY) Summer Include & Summer Exclude Run Control ID parameters to 2024/2025 dates and AY
• Updating the OY Process Loan Dates Run Control ID to 2025 AY
• Updating the Schema to 5.0b on the OY Generate Direct Loan Data page
• Updating and/or creating OY Run Control IDs for your Direct Loan Reports

This session will be recorded. There will be no presentation slide deck, as we will work hands-on in the production environment.

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).

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.

These sessions will be added to the calendar in the coming days. For calendar details, search the ctcLink Learning Opportunities calendar at SBCTC meetings and events and apply Human Capital Management filter.

• Wednesday, Aug. 14, 2024, 1 to 3 p.m. Search Match
• Wednesday, Aug. 28, 2024, 1 to 3 p.m., Pay Calendars
• Wednesday, Sept. 11, 2024, 1 to 3 p.m., Payroll Processing Overview
• Wednesday, Sept. 25, 2024, 1 to 3 p.m., Payroll Processing Steps 1-5
• Wednesday, Nov. 13, 2024, 1 to 3 p.m., Data Prep for Year-End Reporting W-2 Forms - Part 2

SF Learning Opportunities

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

SF Training: 2024 Fall Welcome Back to Basics

Thursday, Aug. 22, 2024, 9 a.m. to 12 p.m. Learn more and join the session

This session is intended for new employees and those seeking to refresh their skills with processing basics including:

• Cashiering
• Refunds
• Payment Plans

Related QRGs

• SF Cashiering
• SF Refunds
• SF Payment Plans

Prerequisite Courses

• SF100 (Tuition Calculation)
• SF101 (Cashiering)
• SF102 (Refunds)
• SF103 (Payment Plans)

Contact Alec Risk, SBCTC Student Financials Functional Trainer, with any questions.

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, Aug. 14, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, Sept. 11, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting
Wednesday, Oct. 9, 2 p.m.	ctcLink Accounting Team: SF/GL Open Forum Meeting

Query Developer Learning Opportunities

Instructor-Led Query Development Training

The ctcLink Training Calendar has been updated with next quarter’s instructor led query development training schedule. Have a look at their fresh offerings.

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:

• Aug 21, 8:45 a.m., PS Query Training 102 - Query Security
• Sep 10, 9 a.m., PS Query Training 301 Advanced - Part 1
• Sep 11, 9 a.m., PS Query Training 301 Advanced - Part 2
• Sep 24, 9 a.m., PS Query Training 401 Expert- Part 1
• Sep 25, 9 a.m., PS Query Training 401 Expert- Part 2

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 Registration page,
• 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.

Keeping the Lights On

You may never meet them directly, but the Application Services team “keeps the lights on” for Washington’s community and technical colleges 24/7 by supporting ctcLink pillars, systemwide IT applications, environments, testing, and managing the network data load behind-the-scenes.

Complete

• After two years of redevelopment and testing, the CampusCE Descoped items were deployed to production on Aug. 1, 2024. This is an exciting and long-anticipated win.
• CS Image 32 and FA PRP retrofits are complete
• Followed up on SSL certificate installation for CampusCE descoped items deployment to production
• CS Image 32 and HCX 24.2.1 development work
• Okta has been applied to OAAP

In Progress

• HCX 24.2 deployment to production testing (PTS). The team is running into some errors and is working with Highpoint to assess.
• Josh Giha is working on the CS 32 and HCX 24.2.1 accessibility image overview documents (IOVD)
• Work with Touchnet for POC setup
• Coordinate with CampusCE for further investigations
• Support CS image upgrade activities.
• Set up integrations between CampusCE and PTS with new updates
• Provide ongoing operation support for existing integrations
• LegacyLink+FAM Testing Support
• FA PRP 6/3.1 PRP Testing Support
• PTF Working with Okta Research
• System integration testing (SIT) underway
  • HCM Image 49 and Tax Update 24-B
  • CS Image 32 and HCX 24.2.1
  • FA PRP 3.1
• Enhancement Request support work underway
  • ER 242 - (FYI) Automated Offboarding - Security
  • ER 122 - Charge Benefit Expense to Primary Job
  • ER 232 - (FYI) Adding Custom Self-Service Questions in Campus Solutions

Upcoming

• Monitor and evaluate the installation of the new HCX version.
• Provide ongoing operation support for existing integrations
• Plan future enhancements for integrations.
• Support OAAP OKTA integration and other production integrations.
• Support TouchNet project in setup
• FS Image 50 PDV Install starts Aug. 7
• OpenSearch Dashboard and Insights Testing Support
• FIN Image 50 Testing Support starts Aug. 12
• Nelnet PeopleSoft Connector Upgrade Project Testing Support

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, Aug. 13, 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.