ctcLink Learning Opportunities & Support Roundup: Sept. 18, 2024
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).
| 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. |
Learn about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.
Registering for the workshops is easy!
- Visit the SBCTC meetings and events calendar
- Filter by "CTC Professional Development » Personal & Professional Development Suite"
- Click "Sign up" button to enroll
ctcLink News
New Hires for Fall Quarter? Check out the Employee Onboarding Training Manuals
The ctcLink Customer Support Training team developed tools to assist colleges with employee onboarding in response to several recommendations and requests:
- Aligns with recommendations set forth in WACTC’s 2023 ctcLink Improvement Plan to help employees better understand which learning opportunities and training they need to do their work in ctcLink.
- Addresses a recent State Auditor's Office (SAO) finding that employees need to participate in more training and learning opportunities to better understand the ctcLink system.
- Provides training onboarding and tracking management tools for which ctcLink College Leaders (Points of Contact), subject matter experts, and supervisors have expressed a need since go-live.
About the Onboarding Training Manuals
Onboarding training manuals are now available for users in all PeopleSoft pillars, as well as for general staff:
Onboarding Training Manuals can be found in the ctcLink Reference Center “Welcome to ctcLink – Start Here” section.
Onboarding Training Manuals assist new college staff in their training journey through ctcLink (PeopleSoft). Although learning a new software system can be challenging, we expect these documents will provide new staff with the information needed to locate, understand, and participate in the various training and learning opportunities available from the Washington State Board for Community and Technical Colleges (SBCTC).
Each manual is divided into sections highlighting specific topics and information necessary to become more comfortable with our ctcLink system. Section topics may include:
- Onboarding checklist
- Welcome to ctcLink Training
- Each pillar’s place in ctcLink
- Prerequisite ctcLink courses
- Role-based training content and requirements (i.e., required and recommended ctcLink self-paced training courses)
- Additional onboarding resources
How to use the onboarding manuals
The intent is for supervisors to work with staff to provide clarity around staff roles and functions of their job based on the onboarding manual.
To enhance understanding of the ctcLink system, each ctcLink module lists required and recommended self-paced ctcLink Canvas training courses which directly align to roles and functions performed at the colleges. For example, each staff member is required to complete general prerequisite courses to introduce them to the ctcLink system.
The included checklist allows supervisors to identify which required and recommended courses should be completed by each staff member. Additional training resources are provided to assist new staff in their onboarding activities.
The ctcLink Training and Support teams look forward to partnering with the colleges and SBCTC agency staff to provide enhanced onboarding and training experiences for new and current employees.
Please reach out to ctcLink Training Management if you have questions or concerns.
NEW! Professional & Personal Development Suite Workshops Available for All
Professional and Personal Development workshops are now open to all Washington state community and technical college employees, whether faculty, staff, or administrators.
Background
This series of soft-skill workshops was initially developed to support SBCTC IT staff. Once the workshops were discovered on the agency calendar by other SBCTC and college employees, they asked if they, too, might participate on a case-by-case basis.
After piloting outside participation and receiving positive feedback and requests, Corinne Taylor, ctcLink Professional/Personal Development Trainer, sought leadership support to work across SBCTC departments to present to a systemwide audience.
Learn more about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.
The workshops are cross-linked from the SBCTC Professional Development page and the ctcLink Training & Learning Opportunities page under “Grow Your Skills.”
Current offerings include
Professional Development Suite
- Positive Communication Strategies
- Leadership
- Top Tier Customer Experience
- Teams/Team Bonding
- Dependable Strengths Articulation Process (DSAP)
- Time Management
Personal Development Suite
- Managing Stress Part 1 & Part 2
- Mental Health: Awareness & Support
- Vicarious Trauma
- Psychological Safety in the Workplace
- Mind Frame: Turn Negative Thoughts into Positive Actions
- Emotional Quotient (EQ)
Questions?
Reach out to Corinne Taylor, Professional/Personal Development Trainer.
Are You Receiving ctcLinkAlerts?
SBCTC uses the ctcLinkAlerts eList to send notices about planned downtime for system updates, production alerts, urgent issues, and any unplanned downtime.
Each college maintains a local ctcLinkAlerts email distribution list (e.g., ctclinkalerts@columbiabasin.edu, ctcLinkAlerts@spscc.edu) which your ctcLink College Leader maintains as needed.
These college lists, not individuals, are subscribed to ctcLinkAlerts@lists.ctc.edu.
It’s each college’s choice who to include, but typically colleges include their local ctcLink leadership, local ctcLink committee or taskforce members, key subject matter experts, IT, Help Desk, and PIO.
How to Check the Status of an Enhancement Request
The ctcLink Customer Services Teams have documented all Enhancement Request (ER) forms submitted.
The ctcLink Enhancement Request Status lists are updated the first and third Wednesday of each month to align with the ctcLink Working Group calendar.
You can see where each Enhancement Request is in the governance review process, approval status, and/or any other actions taken in a couple of different views.
High-Level Summary At-a-Glance
The Full Enhancement Request List is sorted by status:
- In Flight
- Next Up
- Future Work
Enhancement Request Details
If you need more detailed information, downloadable spreadsheets with multiple tabs allow you to review and sort the data you need:
Enhancement Requests (ER) Deployed
- ER 226 - PO, Receipt & Payment Notifications Alerts (FIN) – Deployed Sept. 12, 2024
- ER 264 - (Mandate) Employee personal data redaction (HCM) – Deployed Sept. 17, 2024
ERs Currently in Testing
- ER 275 - Physical Inventory - system integration testing (SIT) testing the Fluid setup
- ER 289 (FYI) - Enable Advising Notes for student use in HighPoint Campus Experience (HCX). Functional testing in progress.
- ER 294 - (FYI) Positive Pay File CEMLI Update to include escheated check as cancelled check – system integration testing (SIT) in progress.
CS Quick Update
The team is keeping busy with CS Image 32 & HCX testing (priority focus), as well as the OAAP Security Access Audit, and planning around ER 232 ER (FYI) Adding Custom Self-Service Questions.
OAAP Security Access - Audit and Procedure Changes
The Campus Solutions Core (CS Core) functional support team is updating security request procedures for the Online Admissions Application Portal (OAAP).
This week, and continuing through Sept. 20, colleges are auditing their list of users and reporting changes.
What is Changing
Previously, any college staff member could be designated as an OAAP security access approver by either the ctcLink College Leader or someone already authorized to request OAAP access changes. These designated individuals were able to request OAAP access changes for other college users.
To align OAAP security procedures with ctcLink security protocols, going forward, all OAAP security access changes must be requested by a college's local security administrator (LSA). This update will also support the Security Team's efforts in collaborating with LSAs to introduce shell roles in ctcLink for third-party access, which will help streamline college onboarding and offboarding processes. For further details on third party shell roles, please refer to ER 290: ER 290 - SASI WP 6 - Okta Shell Roles for Third Party Access Notices .docx.
OAAP Security Access Freeze & College Audit
To facilitate the upcoming OAAP security access changes, CS Support and the Security Teams are requesting colleges to conduct an audit of their current list of users. To ensure accuracy and provide colleges with sufficient time for this audit, we will be temporarily freezing OAAP access changes for approximately three weeks. During this period, CS Core will be creating a ticket for each college with a list of users and their respective OAAP access levels for review. This ticket must be assigned to either the ctcLink College Leader or a college LSA. Please review the timeline and action items below for the key dates associated with each activity.
SBCTC will add and maintain a new OAAP Security Access Log section to the Security Approver/Admins Google Sheet in the ctcLink PeopleSoft Customer Support Google Drive, where the college LSAs and PoCs have view access for auditing purposes.
Audit Timeline
| Date(s) | Activity |
|---|---|
| Due 8/30/2024 | College completes this spreadsheet to designate which client SBCTC should assign the OAAP audit ticket to |
| 9/3/2024 | Freeze begins for OAAP security access changes |
| 9/3 - 9/6/2024 | SBCTC creates OAAP audit ticket for each college |
| 9/9 - 9/20/2024 | Colleges audit their list of users and report changes in the ticket |
| 9/23/2024 | SBCTC updates OAAP security access |
| 9/24/2024 | Freeze ends for OAAP security access changes |
OAAP Security Access Procedures
Following completion of the OAAP security audit and freeze, colleges will follow the below procedures for requesting OAAP security access changes:
- Utilize the Security Approver/Admins Google Sheet - OAAP Security Access Log section for viewing college access.
- To add or remove OAAP access for college users, a college LSA will need to submit a ticket (ctcLink Support > Security Issue > OAAP Security) with the following information:
- First name
- Last name
- EMPLID
- OAAP Security Level
Related QRG: OAAP Security Access
If you have any questions, please reach out to Dani Bundy (dbundy@sbctc.edu), Roger Curry (rcurry@sbctc.edu) , Kyrsten Catlin (kcatlin@sbctc.edu), and Shelia Sloan (sloan@sbctc.edu).
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 Update: Setting Class Dynamic Dated Rules
Tuesday, Oct. 1, 2024, 1-3 p.m., Read more and join the session
Join us for a start-to-finish overview of Dynamic-Dated Rules. This session will be recorded if you are unable to attend.
Important highlights:
- The recommendation for the Census Date settings has not changed. Please refer to the Setting Dynamic Class Date Rules Quick Reference Guide to confirm dynamic rules follow these guidelines.
- We have updated the recommendation regarding the use of '9999' for Drop Action dates and Cancel & Withdrawal dates.
- The following rule configuration will ensure that students receive a withdrawal grade during the withdrawal period:
Navigation: Curriculum Management > Dynamic Dates > Dynamic Class Dates Table
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, 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 job sets! 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, with Shelia Sloan
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!
Finance Quick Update
- In addition to customer support and training, FIN Functional Analysts are working on FSCM Image 50 PUM Update (SIT Testing), Approval Workflow Engine (AWE Updates for Accounts Payable & Purchasing).
- The new annual Per Diem update was deployed to ctcLink on Sept. 10, 2024.
- A work session was held today, Wednesday, Sept. 18, with Yakima Valley College to review the ER 285 Book to Bank reconciliation process.
Onboarding New FIN Staff
The change from Summer to Fall season means different things to people. Some examples are the start of the Fall Quarter, pumpkin spice lattes, football, or onboarding new employees. Bringing new staff up to speed can be challenging. Here are some of the many resources available to assist with new staff.
The Onboarding Training Materials and Applications for all pillar areas are located on the reference center. For Finance folks, please check out the QRG Finance Onboarding Training Manual for a great resource to assist your college with employee onboarding. There are six sections to help get new staff get staff up and running:
- Onboarding Checklist – to review requirements and register for Pre-Requisite courses and the checklist of required and recommended courses is markable.
- Welcome to ctcLink Training – Google doc with instructions and links on how to sign up to Canvas.
- Take a Training Tour: view the ctcLink Training Overview video for a quick online tour of resources.
- ctcLink and Finance’s Place in It – Understand what Finance (FIN) is, and where it fits into the ctcLink (PeopleSoft) system. The various modules that work within the FIN pillar are identified and explained.
- Prerequisite ctcLink Courses - Understand which prerequisite courses to take. Every college staff member is required to successfully complete - with an 80% or higher final grade - the PeopleSoft Fundamentals, HCM Employee Self-Service and CS Student Self-Service courses to prepare for topic specific content through role-based courses and ILT learning opportunities.
- Role-Based Finance Training Content and Requirements - Check out thePurchasingand Travel & Expenses sections. Purchasing Overview Video (13:02) andTravel and Expense Overview Video (6:38)
- Onboarding Additional Resources
The FIN Training Team is at Your Service
If your college has brand new Finance staff, please submit a Customer Support > Training > Finance Moduleservice desk ticket for a 30-minute walk-through of available learning resources.
As always, please feel free to reach out to Karen Ebertdirectly if you have any questions or need help locating training resources.
FIN Canvas Course Updates
The Canvas Courses provide both new and seasoned end-users the foundation to learning ctcLink PeopleSoft processes. Many of you are aware they are outdated and in need of a facelift. Updates range from minor, like image updates and slight wording tweaks, to major updates, like a manual process has been automated due to a PUM or Image update or maybe something was removed from a course.
The Training team is actively working on auditing and updating the 100-level Canvas Courses within their pillar areas, and we are tracking and reporting our progress. Many of the QRGs have already been updated and are being used as a guide when updating the Canvas Course content. We appreciate your continued patience and understanding during this heavy coursework update. The following is a current list of the updated FINANCE Courses:
- EX100 Travel & Expenses: Traveler/General User
- EX102 Travel & Expenses: Approver
- KK100 Commitment Control
- BI100 Billing
- PC100 Project Costing
- GR100 Grants & Contracts – The courses GR100 Grants Basics and CN100 Customer Contracts are now combined for better understanding of Fund 145 Grants process flow in ctcLink PeopleSoft.
- GL100 General Ledger Basics
Practice in PCD
Just a friendly reminder! The PCD is a testing environment available for all staff members. Testing in Production, the live ctcLink environment, can be dangerous.
For this reason, multiple test environments are maintained for testing purposes. ctcLink colleges have their exclusive test environment called "PCD." If you want to test a process within the system, please see: QRG Testing in PCD and Production: https://ctclinkreferencecenter.ctclink.us/m/96101/l/1404795-testing-in-pcd-and-production.
SBCTC is committed to providing equal access for individuals with disabilities to its programs and events in accordance with the ADA and 504 of the Rehabilitation Act. Please submit your accommodation request as soon as possible to Karen Ebert.
FIN Learning Opportunities
FIN Training: Intermediate General Ledger - Journals (Part 1 of 2)
Thursday, Oct. 3, 2024, 2 p.m., Learn more and join the session
Ready for a deeper dive into General Ledger Journals? Join us for Part 1 of 2 sessions on GL Journals.
This intermediate training will cover more complex journal processes such as reversals and unposting Journals in the General Ledger. Don't forget to save the date for Part 2 on Oct 24 that is all about the Journal Import Processes. All end users at any level are welcome to join in and gain perspective. Some of the topics that will be covered are:
- Creating and submitting Journal Reversals
- Unposting Journal Process
- Correcting Complex Journal Errors
- and more TBD!
Primary Audience: Finance/Admin/Staff Managers
Related QRGs: General Ledger section of the ctcLink Reference Center
Prerequisite Course(s): GL100 General Ledger Basics, GL200 Intermediate General Ledger
Presenter/Facilitators: Karen Ebert, SBCTC Functional Finance Trainer, and Brandy Eismon, SBCTC Functional Analyst
Questions? Contact Karen Ebert for more information.
FIN Training: Intermediate General Ledger - Importing Journals (Part 2 of 2)
Tuesday, Oct. 24, 2 p.m., Read more and join the session
Ready for a deeper dive into the GL Import Journal Processes? Join us for Part 2 of 2 sessions on GL Journals.
This intermediate training will cover more complex journal processes such as the processes of importing and uploading Excel journal spreadsheets into the General Ledger. Spreadsheet Journal Import uses a front-end interface that provides you with an easy-to-follow menu for entering data, specifying defaults, and importing journals. All end users are welcome to join in and gain perspective. Some of the topics that will be covered are:
- Excel Spreadsheet Import Process: JRNL1_WS
- Customizing a Journal Spreadsheet Template
- Import a Journal Spreadsheet (Import Now) Process
- Uploading a Journal Spreadsheet as a Text File (Write to File) Process.
Module(s): General Ledger
Primary Audience: Finance/Admin/Staff Managers
Related QRGs: Journals: Create & Import
Prerequisite Course(s) GL100 General Ledger Basics, GL200 Intermediate General Ledger
Presenters: Karen Ebert, SBCTC Functional Finance Trainer, and Brandy Eismon, SBCTC Functional Analyst
Contact: Karen Ebert - SBCTC Functional Finance Trainer
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, Oct. 14, 11 a.m. | FIN Work Session: Grants/Projects Q&A Drop-In |
| Monday, Nov. 18, 11 a.m. | FIN Work Session: Grants/Projects Q&A Drop-In *DATE CHANGE due to Veterans Day holiday* |
| Monday, Dec. 9, 11 a.m. | FIN Work Session: Grants/Projects Q&A Drop-In |
FIN Work Session: Asset Management Q&A
Every third Tuesday from 11 a.m. to noon, join the ctcLink Finance Customer Support team for a collaborative, interactive and troubleshooting drop-in session on all things Asset Management.
- 11 – 11:30 a.m., Training: Come learn or share something new.
- 11:30 a.m. - 12 p.m., Q&A: Please come with your questions or issues and be ready to share your screen.
Some examples of topics:
- Tagging Active Assets
- Excel to CI Asset Upload
- Processing issues
- General questions
| DATE/TIME | EVENT/TOPIC |
|---|---|
| Tuesday, Oct. 15, 11 a.m. | FIN Work Session: Asset Management Q&A Drop-In |
| Tuesday, Nov. 19, 11 a.m. | FIN Work Session: Asset Management Q&A Drop-In |
| Tuesday, Dec. 17, 11 a.m. | FIN Work Session: Asset Management 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, Sept. 24, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting – (DYK on Dashboards) |
| Tuesday, Oct. 1, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting |
| Tuesday, Oct. 8, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting |
| Tuesday, Oct. 15, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting |
| Tuesday, Oct. 22, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting |
| Tuesday, Oct. 29, 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, Oct. 9, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Nov. 12, 2 p.m. | Canceled due to Veterans Day holiday |
| Wednesday, Dec. 12, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Financial Aid Award Processing Update
Overall Numbers as of Monday, Sept. 16, 2024
Hats off to our college financial aid professionals! Despite the FAFSA delays, staffing shortages, and the continued need for workarounds, during the most challenging aid year launch ever, college financial aid teams are rocking the numbers.
As of Monday, 14,425 students have been awarded for the summer term, and 40,489 students have been awarded for the fall term of the 2024-2025 academic year.
In comparison, as of this date last year, 12,180 students were awarded for the summer term (up by 2,245), and 31,770 students were awarded for the fall term of the 2023-2024 academic year (up by 8,719).
Additionally, as of Sept. 16, colleges have loaded a total of 5,504 WASFA applications into the system to date, compared to 4,258 last year (up by 1,246).
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
- Keep up with the latest news from the NASFAA FAFSA Simplification Web Center
FA Learning Opportunities
Financial Aid Training
NEW! Fin Aid Training: Census Refresher
Tuesday, Oct. 1, 2024, 9 a.m., Learn more and join the session
Objectives:
- Understand the steps on the Census Process
- Update the Run Equation with AY and term
- Update the AY and terms on the Build FA Term page Run Controls for Census
- Update the AY and terms on the Census Run Equation
- Understand how to update the Census JobSet
- Understand which Census Queries are available
Module(s) Authorizing and Disbursing Financial Aid
Primary Audience: New Financial Aid staff (and current staff needing a refresher) who are responsible for processing Census in ctcLink
Prerequisite Course: FA103 Authorizing and Disbursing Financial Aid
Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid)
NEW! Advanced FA Training: Reviewing the View COD Data page
Tuesday, Oct. 8, 2024, 9 - 10:30 a.m., Learn more and join the session
This Fin Aid Session is an advanced training on one of the ctcLink Fin Aid pages that will aid you in your direct loan troubleshooting and reconciliation needs.
Objectives:
- Understand how to do in-depth reading and interpreting the values on the View COD Data page
- Understand how to search for Entrance Counseling and MPN info by SSN
- Understand how to troubleshoot Direct Loan errors using the View COD Data page
- Understand where the link to the Doc ID lives on the Manage Pell Payment page and how that can be found/used in View COD Data
- Understand how to read the Doc ID on a raw CRAA and CRDL file
Audience: Financial Aid staff responsible for Direct Loan processing and troubleshooting
NEW! Advanced FA Training: Pell & Loan Message Log Review
Tuesday, Nov. 5, 2024, 9 – 10 a.m., Learn more and join the session
This session will cover:
- Understand how to download the Message Log detail
- Understand how to search in the Message Log detail
- Understand how to determine what needs further review in the MDLA and Manage Pell Payment pages
Module(s): Canvas Course: FA104 Processing Pell Payments and Direct Loans
Primary Audience: Financial Aid staff responsible for Direct Loan processing and troubleshooting
Related QRGs: Loan Processing Business Process Guide | 9.2 FA - Loans | ctcLink Reference Center (Note this guide has not been updated to 2024/2025 AY as of yet. Updates are forthcoming.)
Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid).
Financial Aid (FA) Work Sessions
Only one FA Work Session remains for 2024!
Save the date for Thursday, Oct. 24, 1-3 p.m. for an Aid Year Rollover Prep session.
Stay tuned to the ctcLink Financial Aid Support listserv for details and calendar invite with Webex login information.
Redaction Indicator Implemented in ctcLink HCM to Apply Data Protection
A redaction indicator was implemented in ctcLink as part of the HCM Image 49 update on Sept. 14, 2024.
Background
ESHB 1533 (RCW 42.56.250) “Exempting the disclosure of certain information of agency employees or their dependents who are survivors of domestic violence, sexual assault, harassment, or stalking” was signed into law May 15, 2023.
The new law requires the exemption of personally identifying information in employee-related public records requests, with exception of news media as defined in RCW 7 5.68.010(5), of:
- Agency employees or their dependents who are survivors of domestic violence, sexual assault, harassment, or stalking if certain conditions are met
- Agency employees participating in the Address Confidentiality Program (ACP)
- The employee must provide proof of participation in the ACP or a sworn statement that must be renewed every two years.
Colleges are responsible for distinguishing between those employees who meet the specific criteria of ESHB 1533 (RCW 42.56.250) from other uses of this redaction indicator. Any documentation maintained by an agency to administer the exemption is confidential and may not be disclosed.
Learn more
A more detailed explanation is available at ctcLink Data Usage Privacy page in the Policies section: Protecting Employee Data in HCM.
HCM Learning Opportunities
HCM Training
NEW! HCM Training: Manager Self-Service
Wednesday, Oct. 23, 2024, 1 – 3pm, Learn more and join the session
This work training covers the Manage Self-Service (MSS) homepage and all the transactions available to managers. More details will be available soon.
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.
For calendar details, search the ctcLink Learning Opportunities calendar at SBCTC meetings and events and apply Human Capital Management filter.
- Wednesday, Sept. 25, 2024, 1 to 3 p.m., Payroll Processing Checklist Steps 1-5
- Wednesday, Oct. 16, 2024, 1 to 3 p.m., HCM Work Session: HR Core - Overview
- Wednesday, Oct. 30, 2024, 1 to 3 p.m., HCM Work Session: HR Core - HR Administration
- Wednesday, Nov. 13, 2024, 1 to 3 p.m., Data Prep for Year-End Reporting W-2 Forms - Part 2
SF Quick Updates
- The new 2024 1098-T Business Processing Guide is now available in the ctcLink Reference Center.
- Student Financial Responsibility Agreement (SFRA) enhancement
- The state Attorney General's Office (AGO) has evaluated and submitted edits to the Education Division’s policy staff for final analysis/update. This ER is expected to be deployed to production prior to the Spring 2025 term.
- An SFRA outlines and informs students of the financial obligations and responsibilities associated with enrolling for classes at higher education institutions and explains the potential consequences that may be taken if a student fails to meet those obligations. It has become a useful tool for institutions to share and disseminate billing, payment, refund and responsibility information to students and families.
SF Learning Opportunities
Please feel free to reach out to SFSupport@sbctc.edu if you have any questions or need further clarification.
SF Training
SF Training: Intermediate Refunds
Monday, Oct. 10, 2024, 9-11 a.m., Learn more and join the session
In this session, we may cover:
- Reversals
- Service Indicators
- Sponsor Refunds
Primary Audience: Student Financials and Financial Aid Refund Processors
Related QRG: SF - Refunds
Prerequisite Courses: SF101 – Cashiering, SF102 - Refunds
Contact Alec Risk, SBCTC Student Financials Functional Trainer, with any questions.
SF Training: Intermediate Third-Party Contracts
Thursday, Nov. 7, 2024, 9-11 a.m., Read more and join the session
In this session, we may cover:
- Reconciliation
- Payments
- Payment Reversals
Module(s): Student Financials
Primary Audience: Student Financials Third-Party Contract Processors
Related QRGs SF - Third Party Contracts
Prerequisite Course(s) SF101 – Cashiering, SF102 – Refunds, SF104 - Third Party Contracts
Contact Alec Risk, SBCTC Student Financials Functional Trainer, with any questions.
SF Work Sessions
SF Work Session: Refunding Part 1 - The Why/When/Who Prior To!
Thursday, Sept. 19, 2024, 1 p.m., Learn more and join the session
Primary Audience: Student Financials
Questions? Contact SF Support for more information.
SF Work Session: Refunding Part 2
Monday, Oct. 14, 2024, 1 to 3 p.m., Learn more and join the session
In this session, we may cover FARP/FARC Processing and Financial Aid Reconciliation.
Primary Audience: Student Financials and Financial Aid Refund Processors
Related QRGs: SF - Refunds
Contact Email: SFSupport@sbctc.edu
SF Work Session: 2024 1098-T Processing (1 of 5)
Monday, Oct. 28, 2024, 1 to 3 p.m., Learn more and join the session
Primary Audience: Student Financials staff
Related QRGs: 1098-T Guide
Contact Email: SFSupport@sbctc.edu
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, Oct. 9, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Nov. 13, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Dec. 11, 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:
- Tuesday, Sept. 24, 9 a.m., PS Query Training 401 Expert- Part 1
- Wednesday, Sept. 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 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.
While You Were Sleeping
In a ctcLink world populated with acronyms and jargon, the Application Services teams are the pillar behind the pillars for Washington’s community and technical colleges 24/7 by supporting ctcLink pillars, systemwide IT applications, environments, accessibility improvements, testing, and managing the network data load behind-the-scenes.
While you may never meet them directly or understand what they do, they support you every day.
Complete
- HCM Image 49 and Tax Update 24-B went live Sept. 14, 2024
- HCM Image 49 Q & A sessions
- ER-264 Overview during HCM Image 49 Q & A sessions
- FIN Image 50 security work (Fluid)
In Progress
- CS Image 32 and HCX System Integration Testing Support - still 38 not run, was scheduled to end on 9/16
- LegacyLink+FAM Testing Support
- Legacy Transcript Testing Support
- FIN Image 50 Testing System Integration Testing Support - scheduled to run through 10/3
- OpenSearch Dashboard and Insights Testing Support
- Nelnet PeopleSoft Connector Upgrade Project Testing Support
- SASI Work Package #1 Testing Planning
- SASI Work Package #3 Planning
- PeopleSoft Test Framework Troubleshooting
Upcoming
- HC Image 50 and Tax Update 24-C
Bug Fixes
HCM
- Employee Attestation Record Management, Sept. 14, 2024: All COVID attestation data in HCM will be deleted except for employees who have a job record at WA230 or WA290.
- View Request- Absence Detail Error Message, Sept. 17, 2024: Bug fix for absence approvals.
Data Fixes
FIN
- SQL Update Invoice CR-0000042412, Sept. 17, 2024: Data fix for a budget exception error.
- SQL delete budget exceptions for WA100, Sept. 17, 2024: Data fix for a budget exception error.
- WA100: Capital Project Budget Exceptions, Sept. 17, 2024: Data fix for a requisition.
- Unlock Requisition 0000002196, Sept. 17, 2024: Data fix for requisition.
- WA110 AR Reset Post Action, Sept. 17, 2024: Data fix for combo edit error.
- WA230 Project Reset Project Resource, Sept. 17, 2024: Data fix for conversion data so Edmonds could reconcile grants.
HCM
- Update Manager Search Options setting, Sept. 19, 2024: Data fix for manager seeing too many employees for time approval.
Security Updates
The ctcLink Security team saw the latest HCM Image head off to Production, led the SASI College Advisory Group meeting, and the September Local Security Administrator Meeting.
The team continues its activities around FIN and CS Image Support and various SASI initiatives.
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, Oct. 8, 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.
