ctcLink Learning Opportunities & Support Roundup: Oct. 9, 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
Oct 10	9am	SF Training: Intermediate Refunds
Oct 10	10am	ctcLink Accounting Team: Recon Meeting Topic on Student Related Liabilities & Open Q&A
Oct 14	11am	FIN Work Session: Grants/Projects Q&A Drop-In
Oct 14	1pm	SF Work Session: Refunding Part 2
Oct 15	9am	PS Query Training 101 Basics - Part 1
Oct 15	11am	FIN Work Session: Asset Mgmt Q&A Drop-In
Oct 15	2pm	FIN Work Session: FSCM Prod Support Meeting
Oct 16	9am	PS Query Training 101 Basics - Part 2
Oct 16	1pm	HCM Work Session: HR Core - Overview
Oct 22	10am	Finance Image 50 Functional Overview [Q&A Session 1]
Oct 22	2pm	FIN Work Session: FSCM Prod Support Meeting (DYK on PU & AP)
Oct 23	8:30am	CS Core Training: Post Enrollment Requirement Checking (PERC) Process
Oct 23	1pm	HCM Training: Manager Self Service (MSS)
Oct 23	2pm	Finance Image 50 Functional Overview [Q&A Session 2]
Oct 24	1pm	SAVE THE DATE! Fin Aid Work Session: 2025/2026 Aid Year Rollover Prep
Oct 28	1pm	SF Work Session: 2024 1098-T Processing (1 of 5)
Oct 29	9am	PS Query Training 102 - Query Security
Oct 29	2pm	FIN Work Session: FSCM Prod Support Meeting (DYK on GL & GR)
Oct 30	1pm	HCM Work Session: HR Core - HR Administration
Oct 31	2pm	FIN Training: *DATE CHANGE* Intermediate General Ledger - Importing Journals (Part 2of2)
Nov 5	9am	*NEW SESSION* Advanced Fin Aid Training: Pell & Loan Message Log Review
Nov 5	2pm	FIN Work Session: FSCM Prod Support Meeting (DYK on AM, AR, BI)
Nov 7	9am	SF Training: Intermediate Third Party Contracts
Nov 7	1pm	CS Core Work Session: [Students] Got Bills; They’re Multiplying!
Nov 12	9am	PS Query Training 201 Intermediate - Part 1
Nov 12	2pm	FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Nov 13	9am	CS Core AAR Workshop 9 AM - 12 PM & 1 - 4 PM
Nov 13	9am	PS Query Training 201 Intermediate - Part 2
Nov 13	1pm	HCM Work Session: End of Year W-2 Preparation - Part 2
Nov 13	2pm	ctcLink Accounting Team: SF/GL Open Forum Meeting
Nov 14	9am	CS Core AAR Workshop 9 AM - 12 PM & 1 - 4 PM
Nov 14	1pm	SF Work Session: SF Communications
Nov 18	11am	FIN Work Session: Grants/Projects Q&A Drop-In *DATE CHANGE*
Nov 18	1pm	SF Work Session: 2024 1098-T Processing (2 of 5)
Nov 19	9am	Fin Aid Training: Intermediate Pell - Multiple Pell Record Reporting (MRR) Process Refresher
Nov 19	11am	FIN Work Session: Asset Mgmt Q&A Drop-In
Nov 19	2pm	FIN Work Session: FSCM Prod Support Meeting
Nov 21	9am	SF/FIN BAR Follow-Up: SMARTER Reports Q&A
Nov 21	1pm	CS Core Work Session: Open Q&A Session
Nov 21	2pm	FIN Training: AM Back to Basics
Nov 26	2pm	FIN Work Session: FSCM Prod Support Meeting *CANCELED*

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!

1. Visit the SBCTC meetings and events calendar
2. Filter by "CTC Professional Development » Personal & Professional Development Suite"
3. Click "Sign up" button to enroll

 

Date	Time	Event
Oct 16	1pm	Psychological Safety in the Workplace Professional Development Workshop
Oct 21	10am	EQ (Emotional Quotient) Professional Development Workshop
Oct 30	1pm	Time Management Professional Development Workshop
Nov 5	1pm	Psychological Safety in the Workplace Professional Development Workshop
Nov 13	1pm	Managing Stress Part 1 Professional Development Workshop
Nov 14	1pm	Managing Stress Part 2 Professional Development Workshop
Nov 19	1pm	Time Management Professional Development Workshop
Dec 4	1pm	Time Management Professional Development Workshop
Dec 9	10am	Top Tier Customer Experience Professional Development Workshop
Dec 12	1pm	Psychological Safety in the Workplace Professional Development Workshop

ctcLink Improvement Plan Update

During their 2023 summer retreat, WACTC college presidents put forth a resolution to improve ctcLink support services and delivery in five categories: Process Alignment (Common Processes), Training, streamline ctcLink Governance Structure, Communications, and Align Operations and Support.

Since then, the SBCTC ctcLink Support organization along with college governance group representatives -- including ctcLink College Collaboration Group, ctcLink Working Group, Strategic Technology Advisory Committee – have worked to address elements of the ctcLink Improvement Plan.

Below is a high-level summary of ctcLink Improvement Plan accomplishments and efforts underway.

Process Alignment (Common Processes)

Process Alignment Workgroup (PAW):
College-Driven, Agency-Supported, Leadership-Endorsed

During last week’s WACTC presidents meeting, Jason Hetterle, PAW College Team Lead, Wenatchee Valley College Director of Technology & Enterprise Solutions, gave an update on the Process Alignment Workgroup (PAW).

On Thursday, Hetterle met with the WACTC Technology Committee (WACTC-Tech). He expressed that the colleges need to take ownership and responsibility for the success of the ctcLink implementation. ctcLink has been in the stabilization phase and now needs to move into optimization and proficiency.  

On Friday, Hetterle attended the WACTC business meeting to review status and outline the process moving forward. PAW sought a commitment from presidents to support this work and to support their staff in participating in the efforts, as well as a commitment to align as much as possible.

It was well-received, and presidents expressed support and urgency to get started on the pilot project, Travel & Expense.

Bob Mohrbacher, Centralia College president, proposed a resolution (which passed unanimously) that WACTC support the work of the PAW, support college employees to participate in the work, and commit to adopt the aligned processes that result from this work.

Presidents have invited PAW to attend WACTC-Tech and WACTC to provide ongoing status reports.

This week, presidents and chancellors received an online survey (due Oct. 18) to gather critical leadership input in the scope of the PAW effort.

Learn more

• Process Alignment Workgroup (PAW) presentation to WACTC, Oct. 3-4, 2024
• PAW Overview One-Pager, Oct. 2024

Training 

Employee Onboarding Manuals

Onboarding Training Manuals assist new college staff in their training journey through ctcLink (PeopleSoft) in each pillar area: 

• General Staff Onboarding Training Manual
• Campus Solutions Core Onboarding Training Manual
• Finance Onboarding Training Manual
• Financial Aid Onboarding Training Manual
• Human Capital Management Onboarding Training Manual
• Student Financials Onboarding Training Manual

Read more in ctcLink CONNECT Cross-Pillar News, Sept. 25, 2024.

Training Tracking App

The ctcLink Staff Training Participation Application allows staff and supervisors to track participation in ctcLink Instructor-Led Training completions  

Step-by-step user instructions are available in the ctcLink Staff Training Participation Application quick reference guide (QRG).

Instructor-Led Training (ILT) & Work Session Participation

The table below represents the college participation of the 82 instructor-led training (ILT) learning opportunities offered to date in 2024.

To be considered present for attendance tracking, each college must have at least one person attend for at least 50% of the session duration.

Image: Training Participation by College/District, January to October 2024

Complex alternative text: Training Participation by College/District, January to October 2024

Streamline ctcLink Governance Structure 

The underlying goal of this collaborative effort to revise the ctcLink Enhancement Request (ER) prioritization process was twofold: 

• Solidify a clear voting process for ER prioritization
• Align with recommendations set forth in WACTC’s 2023 ctcLink Improvement Plan to:
  • Streamline ctcLink governance structure and processes
  • Prioritize and track enhancement requests/system changes that focus on global implementation

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. The Full Enhancement Request List is sorted by status:

• In Flight Enhancement Requests

• Next Up Enhancement Requests

• Future Enhancement Requests

• Deployed Enhancement Requests

• No Action Taken - Canceled or Denied Enhancement Requests

Learn more

• Enhancement Requests Start with You - a high-level look at the process with links to resources. 
• ctcLink Enhancement Requests at the ctcLink Reference Center outlines the process, provides and explains the ER form, and includes an up-to-date ER Status list.
• Read more in ctcLink CONNECT Cross-Pillar News, July 17, 2024.

Communications

The ctcLink Improvement Plan asked that learning and training opportunities be more widely publicized and clearly presented.

• ctcLink CONNECT - A weekly ctcLink Learning Opportunities & Support Roundup is sent to systemwide eLists.
• ctcLink Learning Opportunities Schedule – The web page was refined and reorganized based on leadership feedback.

Align Operations & Support

This is part of the process alignment effort.

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.

Enhancement Request Summary Update

Updates as of September 30, 2024

• 21 Enhancements deployed from April to September 2024
• 290 Enhancement Requests Submitted (since 2018)
  • 199 Enhancements Deployed (79%)
  • 30 Canceled (via college request or not needed due to being local configuration 
  • In-Flight – 23
    • 11 in defining requirements, 8 in design and development, 3 on hold, and 1 in testing
  • Next Up – 20
  • Future Work – 18

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 Enhancement Requests

• Next Up Enhancement Requests

• Future Enhancement Requests

• Deployed Enhancement Requests

• No Action Taken - Canceled or Denied Enhancement Requests

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, Oct. 23, 2024, 8:30 – 9:45 a.m., Read more and join the session.

Introducing PERC (Post Enrollment Requirement Checking), the innovative PeopleSoft process/solution that efficiently compares a class's enrollment requirements to an enrolled student's completed classes. With PERC, you can effortlessly determine if students have satisfied the enrollment requirements for their upcoming classes.

The PERC process creates the Enrollment Requirement Roster page in PeopleSoft, offering the Post-Enrollment Requirement Status for each enrolled student. This allows staff to make well-informed decisions about the next steps. When manually dropping students from the Enrollment Requirement Roster or processing drop requests in batches, sending a 3C or Message Center message may be necessary.

Save the Date! CS Core AAR Workshops

• Wednesday, Nov. 13, 9 a.m. to 12 p.m., 1-4 p.m. , Watch for more details
• Thursday, Nov. 14, 9 a.m. to 12 p.m., 1-4 p.m., Watch for more details

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.

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!

FIN Learning Opportunities

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 Training: Asset Management (AM) Back to Basics

Thursday, Nov. 21, 2024, 2 p.m., Read more and join the session

Brand new to Asset Management (AM) or need a refresher on the basics?

Join us for an overview and live demos of the basic concepts and processes within Asset Management. This basic level training aims to provide some of the foundational knowledge of the AM Module within ctcLink PeopleSoft. All end users are welcome to join in and gain perspective. Some of the topics that will be covered:

• Common Asset Management Functions
• Search for An Asset
• Adding Assets and Locations
• How to Process AM Transactions
• How Depreciation Works

Module(s): Asset Management

Primary Audience: Financial Asset Staff/Manager or Facilities Asset Manager

Related QRGs: Adding Assets section of the ctcLink Reference Center and QRG Asset Management Checklist & Process Steps Guide

Prerequisite Course(s): AM100 Asset Management

Presenter/Facilitator: Karen Ebert, SBCTC Functional Finance Trainer, and Jane Wiseman, 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, 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
Tuesday, Nov. 5, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting (DYK on AM)
Tuesday, Nov. 12, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Tuesday, Nov. 19, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting
Tuesday, Nov. 26, 2 p.m.	FIN Work Session: FSCM Prod Support Meeting *CANCELED*

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, 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

ctcLink Accounting Team: Weekly Reconciliation Meeting

The SBCTC Business Operations Accounting team invites you to weekly work sessions to provide accounting support and guidance regarding, but not limited to, various reconciliation topics and processes. We will cover a specific topic(s) then move to open Q&A.

DATE/TIME	EVENT/TOPIC
Thursday, Oct. 10, 2024, 10 a.m.	ctcLink Accounting Team: Recon Meeting Topic on Student Related Liabilities & Open Q&A

Financial Aid Award Processing Update

Overall Numbers as of Monday, Oct. 7, 2024

Hats off to our college financial aid professionals for getting through the most challenging FAFSA aid year launch ever.

As of Monday, 15,014 students have been awarded for the summer term, and 52,271 students have been awarded for the fall term of the 2024-2025 academic year.

In comparison, as of this date last year, 12,443 students were awarded for the summer term (up by 2,571), and 40,971 students were awarded for the fall term of the 2023-2024 academic year (up by 11,300).

Also, as of Oct. 7, colleges have loaded 5,995 WASFA applications into the system to date, compared to 4,704 last year (up by 1,291).

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

IPEDS Categories for FA Item Types: please complete before Oct. 17

This message is intended for those who submit or authorize ctcLink Item Types.

The final Financial Aid snapshot for the 2024 aid year for the SBCTC Data Warehouse will occur on Thursday, Oct. 17. This data will be used for the IPEDS Financial Aid Survey. Please make sure that you have assigned an IPEDS Category to all Item Types.

• Any Item Types not associated with an IPEDS Category will be excluded from IPEDS reporting, however please select “NOT_REP” instead of leaving the IPEDS Category blank.
• The ctcLink query QCS_FA_IPEDS_KEYWORD_REV was developed to assist with your review of IPEDS Category assignments. 
• If you have questions or need guidance on what IPEDS Category to select, please refer to the IPEDS Categories for Financial Aid Reporting
• To update or change the IPEDS Category on an existing Item Type, please submit a Solar Winds Service Desk Ticket to SF Support. Use the Request type of ctcLink Support > Student Financials > SF: Item Types. In the subject field, enter “Edit to existing Item Type”. Additional instructions for adding or editing Item Types can be found here.

Questions? Contact Monica Peper, Data Warehouse Database Specialist.

FA Learning Opportunities

Financial Aid Training

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).

Fin Aid Training: Intermediate Pell - Multiple Pell Record Reporting (MRR) Process Refresher

Tuesday, Nov. 19, 2024, 9 a.m., Learn more and join the session

Understand and work the steps in the Pell MRR Process:

• Upload/Download Files
• Import Federal Data Files
• Import Pell Phase-In Data
• Run Pell MRR Batch Report

Module(s): Financial Aid

Primary Audience: New Financial Aid Staff (and staff needing a refresher) who are responsible for managing Pell payment

Related QRGs: Pell Processing Business Process Guide | 9.2 FA - Financial Aid Business Process Guide

Prerequisite Course: FA104 Processing Pell Payments and Direct Loans

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.

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, 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

IPEDS Categories for FA Item Types: please complete before Oct. 17

This message is intended for those who submit or authorize ctcLink Item Types.

The final Financial Aid snapshot for the 2024 aid year for the SBCTC Data Warehouse will occur on Thursday, Oct. 17. This data will be used for the IPEDS Financial Aid Survey. Please make sure that you have assigned an IPEDS Category to all Item Types.

• Any Item Types not associated with an IPEDS Category will be excluded from IPEDS reporting, however please select “NOT_REP” instead of leaving the IPEDS Category blank.
• The ctcLink query QCS_FA_IPEDS_KEYWORD_REV was developed to assist with your review of IPEDS Category assignments. 
• If you have questions or need guidance on what IPEDS Category to select, please refer to the IPEDS Categories for Financial Aid Reporting
• To update or change the IPEDS Category on an existing Item Type, please submit a Solar Winds Service Desk Ticket to SF Support. Use the Request type of ctcLink Support > Student Financials > SF: Item Types. In the subject field, enter “Edit to existing Item Type”. Additional instructions for adding or editing Item Types can be found here.

Questions? Contact Monica Peper, Data Warehouse Database Specialist.

SF Learning Opportunities

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

SF Training: Intermediate Refunds

Thursday, 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 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

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 Session: SF Work Session: SF Communications

Thursday, Nov. 14, 2024, 1 to 3 p.m., Learn more and join the session

Primary Audience: Student Financials staff

Contact Email: SFSupport@sbctc.edu

SF Work Session: 2024 1098-T Processing (2 of 5)

Monday, Nov. 18, 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 instructor-led query-related training for the remainder of 2024. To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.

Date	Time	Event
Oct 15	9am	PS Query Training 101 Basics - Part 1
Oct 16	9am	PS Query Training 101 Basics - Part 2
Oct 29	9am	PS Query Training 102 - Query Security
Nov 12	9am	PS Query Training 201 Intermediate - Part 1
Nov 13	9am	PS Query Training 201 Intermediate - Part 2
Dec 3	9am	PS Query Training 301 Advanced - Part 1
Dec 4	9am	PS Query Training 301 Advanced - Part 2
Dec 10	9am	PS Query Training 401 Expert- Part 1
Dec 11	9am	PS Query Training 401 Expert- Part 2)

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:

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.

Security Updates

The ctcLink Security team led the New SASI College Advisory Team Member Orientation, the September Local Security Administrator Meeting, and held the SASI Advisory team meeting

The team continues its activities around FIN Image 50 and CS Image Support and various SASI initiatives, as well as HCM Image, and security audits.

Keeping the Lights On

In a ctcLink world populated with acronyms and mysterious 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

• Development deployed to production this week including data and bug fixes
• Continue to resolve critical/urgent issues after deployment of HCM 49. Oracle delivered many bugs we have had to work with them to resolve. All of our development work was solid.
• CS Image 32 and HCX System Integration Testing
• CS Image 32 and HCX Upgrade IOVDs
• Data fixes in HCM, CS, and FSCM
• Document components used for Touchnet Integration for impact analysis
• FIN Image 50 System Integration Testing
• LegacyLink+FAM Testing is complete. Ben Geertz is working on implementing in ctcLink production
• Limit Pay Run ID lookup options to each college so other colleges can't see each other's data. Ticket 201374 completed and deployed to production before the upcoming payroll confirm
• PCBS Interface Salary Schedule/Job Extract Fixes. Ticket 199465. Passed UAT and going to production this week
• Unit test Completed

In Progress

• In Development, SIT, UAT
• Analyze CampusCE NOR issue
• Book to Bank enhancement development is continuing
• Coordinate and support  OAAP issue related to  for EMPLID scheduler
• CS 32 and HCM 24.2 Accessibility IOVD will be completed this week
• CS 32 SIT support
• E213 CEMLI update - still pending
• ER 122 - Charge Benefit Expense to Primary Job development is in progress. Updates to PAYGL01 SQR. Currently in SIT
• ER 232 - Adding Custom Self-Service Questions in Campus Solutions. Development is completed, but functional analysts need to do activity guide setup before we proceed to SIT.
• ER 232 -Adding Custom Self-Service Questions in Campus Solutions Testing Planning
• ER 242: Offboarding Automation. Currently in SIT. Yeah!
• ER-171 TAM Enhancements. Ticket 163606. Currently in SIT
• FS 50 accessibility IOVD is in progress
• FS 50 SIT support
• HCM 50 image retrofit is in development
• HCM Image 50 & Tax Update 24-C Testing Support
• HCX 24.2.1 SIT support
• Hide 415c limits that populate under limit types in Savings Age Catch Up Extension process. Ticket 198490. Currently in SIT
• IB Cybersource DigiCert update
• Integration testing
• Investigated reported issues on  outbound integration issues for PCD and CampusCE dev site
• Legacy Transcript Testing Support
• Nelnet PeopleSoft Connector Upgrade Project Testing
• Non-prod CERT Update for Axway SSH
• Review and close historical tickets
• Rich Text Editor (advisor details CS, Portal logos PT, branding updates PT)
• SASI Work Package #1 Testing Planning
• SASI Work Package #3 Planning
• Stat Email Approval Setup
• Stat Workflow Changes
• Support CS Image 32 project
• Support queries for HCM Image 50 retrofit for Integration
• Support  Nelnet connector upgrade project
• TRB Refresh Plan Update - Table Action Evaluation (Security and HCX)
• UAT training material Update
• Update Positive Pay file CEMLI. Ticket 196848. Development complete, currently in SIT
• Working with Nelnet, the CS SF team, and Managed Services for the Nelnet SBCTC Campus Solution Connector Install upgrade project

Upcoming

• Coordinate and support OAAP fix for EMPLID scheduler
• Create new POC API service for OBIS integration
• Document contact details for 3rd party vendors
• ER 253 - Make a Payment Page Classic to Fluid
• Nelnet connector installation on PDV
• Review future enhancements on CampusCE, investigate and plan improvement on NOR issue
• Support CS Image 32 project for integrations testing
• UAT preparation
• Environment updates
  • 10/11 TRD Refresh
  • 10/12 production Outage for Oracle CPUs
  • 10/26 FSCM Image 50 Deployment
  • 11/2 CS Image 32 Deployment
  • 11/4 Refresh PQA & Install
  • 11/6 Refresh PDV & Install
  • 11/8 Refresh PTS & Install
  • 11/23 HCM Image 50
  • 11/24 OKTA/OAG maintenance
  • 12/7 October Oracle CPU - Released Oct. 15, bounce 24x7 non-prods end of the week of Oct. 21

Accessibility Initiative Front and Center

In response to the U.S. Justice Department’s final rule to strengthen web and mobile app access for people with disabilities, SBCTC and Washington’s community and technical colleges have embarked on a systemwide web and digital accessibility initiative — including, but well beyond ctcLink — to ensure our technical communications and processes are accessible to everyone.

This will include communications systems, public websites, email communications, and documents, as well as the other technologies and third-party applications we use in the many facets of our work.

Get engaged

Monica Olsson, SBCTC Accessibility Policy Associate, and Michael Hanscom, CATO Co-Chair, have outlined this important initiative to several groups, including STAC and WACTC.  See their WACTC Technology Committee presentation below.

The work ahead to create organization- and agency-wide accountability and minimum accessibility practices for all employees is part of our systemwide response to the Department of Justice’s landmark ruling which updated regulations regarding accessibility of web content.

It is critical we all do our part to ensure inclusiveness across our business processes. As you think about your individual processes and workflows, remember that our system is a leader in fostering equity and equality of all forms in our state, and digital accessibility is not “in addition to” our business practices; it is fundamental to our work.

Stay tuned for more news and activities around this initiative.

Learn more

• DOJ Ruling ADA Title II for WACTC - Web Accessibility, presentation to WACTC-Tech
• ADA Fact Sheet: New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments
• Explore the SBCTC Library of Accessibility Resources, especially the modules titled “Understanding Accessibility” and “Accessible Design Concepts”
• Watch a three-minute video from the Department of Education, Introduction to Digital Accessibility

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.

Please join us for the next ctcLink Accessibility Open Forum on Tuesday, Nov. 12, at 11 a.m. All are welcome to attend via Zoom.

• Zoom meeting link: ctcLink Accessibility Open Forum 2024 and beyond

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