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ctcLink Learning Opportunities & Support Roundup: Oct. 16, 2024

October 16, 2024 by SBCTC IT Communications

A weekly round-up of ctcLink learning opportunities, ctcLink support updates, and news for Washington state community and technical college ctcLink users.

If you have questions or suggestions for future editions, contact ctcLink News or slnelson@sbctc.edu.

What ctcLink learning opportunities are available?

ctcLink Support eLists

ctcLink Customer Support teams send notifications of learning opportunities (including trainings, work sessions, user acceptance testing, and more), as well as global and cross-pillar system communications to the applicable ctcLink Support eLists (aka listservs) on a regular basis.

If you are a ctcLink end-user, and not already hearing about learning opportunities firsthand, join one or more support lists today: ctcLink Support eLists 

Training calendar

Find the latest learning opportunities, including notices of cancellation or schedule changes, on the ctcLink Training & Learning Opportunities Registration page or on the SBCTC meetings and events calendar (apply filters).

Take a training tour

View the ctcLink Training Overview video for a quick online tour of resources. To view it in full screen, select box icon in the upper right corner.

Learning Opportunities & Work Sessions Ahead

To plan further ahead or find the latest learning opportunities, as well as notices of cancellation or schedule changes, see the complete calendar at the ctcLink Training & Learning Opportunities Registration page or on the SBCTC meetings and events calendar (apply filters). 

Date Time Event
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 Fin Aid Work Session: 2025/2026 Aid Year Rollover Prep
Oct 28 1pm SF Work Session: 2024 1098-T
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
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*
Dec 3 9am Fin Aid Training: PLUS Loan Processing Refresher
Dec 3 9am PS Query Training 301 Advanced - Part 1
Dec 3 2pm FIN Work Session: FSCM Prod Support Meeting
Dec 4 9am PS Query Training 301 Advanced - Part 2
Dec 5 9am SF Training: TBA
Dec 5 1pm CS Core Work Session: Get on the sCOREboard
Dec 9 11am FIN Work Session: Grants/Projects Q&A Drop-In
Dec 9 1pm SF Work Session: 2024 1098-T Processing
Dec 10 9am *NEW SESSION* Advanced Fin Aid Training: Processing Negative Disbursement Files
Dec 10 9am PS Query Training 401 Expert- Part 1
Dec 10 2pm FIN Work Session: FSCM Prod Support Meeting
Dec 11 9am PS Query Training 401 Expert- Part 2
Dec 11 2pm ctcLink Accounting Team: SF/GL Open Forum Meeting
Dec 17 11am FIN Work Session: Asset Mgmt Q&A Drop-In
Dec 17 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.

 

ctcLink News

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:

CS Updates

Secure SACR Security

Query QCS_SEC_OPR_ROLES_SACR_NO_JOB is intended to help colleges identify individuals who have CS SACR Security at your institution but who are not currently employed at your institution. Run it! And then take. The. Security. AWAY.

HCX Configuration Freeze

We are placing a temporary freeze on Highpoint Campus Experience (HCX) configuration changes. This freeze is to support the upcoming HCX 24.2.1 upgrade as well as to ensure the accuracy of college setups during those upgrade activities.

The freeze will end after the upgrade is complete on Saturday, Nov. 2. If you have a priority request, submit a ticket with these details for consideration. This freeze only impacts HCX configuration requests. This HCX freeze does not impact Canvas, CampusCE or OAAP.

Campus Solutions Image 32 & HighPoint Mobile HCX 24.2.1 Functional Overview

The Campus Solutions Image 32 and HighPoint Mobile HCX 24.2.1 upgrade will be implemented in production on Saturday, Nov. 2, 2024.

If you are interested in learning more about these changes, SBCTC will host two Q&A sessions to answer any questions users might have.

  • CS Image 32 and HCX Upgrade Q & A Session 1: Wednesday, Oct. 30, 2024, 10 a.m. to 12 p.m., Join Session
  • CS Image 32 and HCX Upgrade Q & A Session 2: Thursday, Oct. 31, 2024 1 to 3 p.m., Join Session

The Q&A sessions are optional; however we encourage users who are affected by these changes to attend.

Supporting documents

SBCTC has created supporting documents that include changes the user will experience once implemented. These documents contain links to related quick reference guides (QRGs), some of which are still being updated with changes from this upgrade. We anticipate all QRGs to be updated prior to launch.

These overview documents are now available on the SBCTC website and can be reached at the following links:

Campus Solutions Image 32 Overview

Includes functional changes for the following modules:

Core
  • Campus Community – Manage Service Indicators Page
  • GRADE Service Impact Now Prevents Students from Viewing Grades through Student Homepage
  • Records and Enrollment – Copy Milestone, Transcript Type Error Message, Grade Functions via Block Enroll
  • Self Service Bug fix
  • Set up SACR – New Academic Program Option Checkbox
Student Financials
  • Unable to Close Fluid Payment History Modal Window (SSF_PMT_CHGPD_SCF)
Financial Aid
  • Bug Fix: Update Need Summary on Maintain Term Budgets
  • Bug Fix: When Importing the FWS Response File from COD, the Process Runs to Success but Does Not Load the Data to SFA_FWS_STG nor SFA_FWS_DOCUMENT

Campus Solutions Image 32 Accessibility Overview - Staff/Admin

Includes functional changes for the following modules:

Accessibility
  • Student Services Center
  • Service Indicator
  • Student Financial Account Charges Due
  • Financial Aid Accept/Decline Award

Campus Solutions Image 32 Accessibility Overview - Student Self-Service

Includes functional changes for the following modules:

Accessibility – Student Homepage
  • Tasks and Admissions To-do list
  • Student Financial Account
  • View Grades, View my Classes, Manage Classes, Class Enroll
  • Payment Plan, Financial Account Tile
  • My Planner
  • Application for Graduation

HighPoint Mobile HCX 24.2.1 Upgrade Overview

Includes functional changes for the following modules:

  • Dashboard
  • Schedule
  • Class Information
  • Enrollment
  • Academics
  • Student Financials
  • Financial Aid

HighPoint Mobile HCX 24.2.1 Accessibility Overview

Includes functional changes for the following modules:

  • Dashboard
  • Navigation
  • Calendar – Month View
  • Enrollment – Tab Order and Buttons

Please feel free to reach out to CSSupport@sbctc.edu if you have any questions or concerns.

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.

CS Core Academic Advisement Report (AAR) Workshops

The CS Core Support team is offering a two-day Academic Advisement Report (AAR) Workshop.

  • Day 1: Wednesday, Nov. 13, 9 a.m. to 4 p.m. (one hour break at noon), Join the session
  • Day 2: Thursday, Nov. 14, 9 a.m. to 4 p.m. (one hour break at noon), Join the session
    • Day 2 will be an open work session. Come prepared with an AAR to build or update. Karen Erickson will be available to answer questions and provide support as needed.

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.

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

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 Image 50 Q&A Sessions

The Finance Image 50 upgrade will be implemented in production on Saturday, Oct. 26, 2024.

If you are interested in learning more about these changes, SBCTC will host two Q&A sessions to answer any questions users might have.

  • FIN Image 50 Q & A Session 1: Tuesday, Oct. 22, 2024, 10-11 a.m., Join Session
  • FIN Image 50 Q & A Session 2: Wednesday, Oct. 23, 2022, 2-3 p.m., Join Session

The Q&A sessions are optional; however, we encourage users who are affected by these changes to attend.

SBCTC has created supporting documents which include the changes the user will experience once the upgrade is implemented:

Please feel free to reach out to Joey Froehlich, Test Coordinator, if you have any questions.

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, 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. 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

Financial Aid Award Processing Update

Overall Numbers as of Monday, Oct. 14, 2024

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

As of Monday, 14,895 students have been awarded for the summer term, and 52,731 students have been awarded for the fall term of the 2024-2025 academic year.

In comparison, as of this date last year, 12,513 students were awarded for the summer term (up by 2,382), and 43,006 students were awarded for the fall term of the 2023-2024 academic year (up by 9,725).

Note that numbers between summer and fall are not 100% separate counts from each other, so some students may overlap in summer/fall numbers.

Also, as of Oct. 14, colleges have loaded 6,073 WASFA applications into the system to date, compared to 4,788 last year (up by 1,285).

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

Pell COD Files / Message Class

The Pell files craa and crpg are two different message classes used in ctcLink/COD. Though both message classes work for the Pell program, there are differences in the files:

  • The crpg file is a Program Specific, Non-Award Year Specific This means only Pell records will be in this file, and they could contain data from more than one aid year.
  • The craa file is a Non-Program Specific, Award Year Specific This means that programs other than Pell can be in the file, i.e. Direct Loans, but the data is aid year specific.
  • Is there a preferred file to use for the Pell program? If you can, please use crpg files for Pell outbound/inbound information. Switching to the usage of crpg files instead of craa files helps FA Support when troubleshooting file errors in the file servers. If you have been using craa files, you can just make the switch to crpg next time you outbound.

Known FAFSA Issues QRG

A reminder that SBCTC continues to update the FAFSA Simplification 2024-2025 Known Issues in ctcLink QRG.

Please check back with this document at least once a week. New bug findings are being added as we find them. This document contains the issue at hand, potential workarounds, and timelines expected to resolve the issues.

Pell Processing Business Processing Guide

Updates to the Pell Processing Business Processing Guide have been made to include a process for Pell Negative Disbursements. An overview and the steps are on or around pg. 40 – 45.

Training on this new process is scheduled for Tuesday, Dec. 10, 2024, 9 - 10:30 a.m. See the Learning Opportunities section for more information.

Financial Aid Team Updates

FA Support Team

The FA Support Team is currently preparing for the Aid Year Rollover Prep Work Session, working tickets and planning/testing for the next PUM image.

Training Team

Updates to Canvas Training courses and QRGs are ongoing and will be worked up to include screen updates from the 24/25 FAFSA Simplification. Announcements will be made in Canvas as the courses are completed. This work is expected through December. Updates to Business Processing Guides will be made as time and resources allow.

FA Learning Opportunities

Financial Aid (FA) Work Session: Aid Year Rollover (AYRO) Prep

Thursday, Oct. 24, 2024, 1-3 p.m., Learn more and join the session

Join us in a Financial Aid Work Session on how to prepare for AYRO. Your attendance is important as potential decisions or later needed decisions may be required. This work session will include the review docs and checklist processes.

Audience: Financial Aid staff responsible for preparing for 2025/2026 Aid Year Rollover

Presenters: Connie Burrow, Senior Functional Analyst (Financial Aid)

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

ACTION REQUIRED: Prior to this session, please ensure you are receiving the PGMR message class file in your SAIG mailbox (EdConnect). You may have to contact COD to request this file type if you do not already see this file in your inbox. You should be getting these files in your SAIG mailbox as POP (Pell Over-Payment) students are identified in your Pell Processing.

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).

Work Session: PLUS Loan Processing Refresher

When: Tuesday, Dec. 3, 2024, 9 - 10:30 a.m., Learn more and join the session

Audience: New Financial Aid Staff (and current staff needing a refresher) who are responsible for processing PLUS loans in ctcLink

Presenters: Kelly Forsberg, FA Functional Trainer

Objectives
  • Understand awarding the PLUS Loan
    • performing a credit check
    • brief discussion about using loan request form vs. PLUS Loan application on studentaid.gov 
  • Understand how to establish the Parent Record in ctcLink
  • Understand how to establish a student parent relationship
  • Understand how to link the parent record to the PLUS Loan record 
  • Understand how to work with PLUS-denied students by awarding addt'l unsub 
*NEW* Advanced Fin Aid Training: Processing Negative Disbursement (CRND) Files

Tuesday, Dec. 10, 2024, 9 - 10:30 a.m., Learn more and join the session

This Financial Aid Session is an advanced training course on resulting crnd message class files that show up in your EdConnect queue regarding Negative Disbursements.

Objectives
  • Understand what crnd Negative Disbursement files are
  • Understand why these files appear in your EdConnect queue
  • Understand how to reduce the occurrence of these files from appearing in your EdConnect queue
  • Understand how to review and read the Manage Pell Payment page when these files are loaded
  • Understand how to process Negative Disbursement (crnd) files in ctcLink

Audience: Financial Aid staff responsible for Pell processing and troubleshooting

Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid).

HCM Learning Opportunities

HCM Training

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.

Student Financials Update & Reminders 

Nelnet

It’s about time to update the interface (connector) between Nelnet & ctcLink.  We are currently working with Nelnet on testing the latest version of their connector, which will include new features like service indicators for terminated agreements, past due balance payment plans, and international student payment plans. 

Due to the timing of current image updates along with finding that sweet spot between terms, the upgrade is estimated to be in production in May 2025. For more details, contact your Nelnet account manager in preparation for the May 2025 deployment.

Set up new Nelnet payment plans

in the past we accepted emails, but now have a SolarWinds ticket request type of “Nelnet.” Submit a ticket so we can track this important work. ctcLink Support > Student Financials > SF: NELNET 

Is it Winter/Spring Tuition Calculation time yet? 

When ready, please submit a ticket to turn on 2251 or 2253 terms nightly tuition calculation jobs. This should be prior to your registration opening for the term(s). 

Ticket request type = ctcLink Support > Student Financials > SF: Turn on Tuition Calc with the Subject: WA### Tuition Calc for 2251 Winter Term 

1098-T Statements 

It’s always a good time to promote “paperless” 1098-T statements

Check out SBCTC’s 1098-T Business Processing Guide for Tax Year 2024

The SF Team is finalizing plans for the 2024 1098-T training sessions. Look for a message on this next week. 

You might be interested in the NACUBO 1098-T Information Reporting 101 Live Training Event on Thursday, Oct. 17, at 10 a.m. (Pacific).

SF Queries

Query Description
QCS_SF_CU_MISSING_TERM_FEE This query prompts for two terms and will show term fees that exist for the first prompted term but do not exist for the second term.
QCS_SF_CU_FEE_AMT_CHANGED  Aims to show discrepancies between term fees from one term to another for two prompted terms. 
QCS_SR_RSBILLING_HS The new query is designed to simplify the refining of information required for the P223 Running Start invoice process.

SF Learning Opportunities

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

SF Work Session: 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, 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 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 October Local Security Administrator Meeting, and held the SASI Advisory team meeting, reviewed offboarding work, and conducted testing and planning for SASI Work Packages #1 and #3.

The team continues its activities around FIN Image 50 and CS Image Support and various SASI initiatives, including HCM Image, security audits, and meeting with Financial Aid team on Jobsets.

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

In Progress

  • In Development, SIT, UAT
  • CS Image 32 and HCX System Sanity Testing
  • HCM Image 50 & Tax Update 24-C system integration testing (SIT)
  • Nelnet PeopleSoft Connector Upgrade Project Testing
  • SASI Work Package #1 Testing and Planning
  • SASI Work Package #3 Planning
  • ER 232 -Adding Custom Self-Service Questions in Campus Solutions Testing Planning
  • PTF CAG Configuration
  • Book to Bank enhancement development is continuing.
  • ER 122 - Charge Benefit Expense to Primary Job development is in progress. Updates to PAYGL01 SQR. It was in SIT, but had to go back to redevelopment to include HCM image 50 changes.
  • ER-171 TAM Enhancements. Ticket 163606. It was in SIT, but had to go back to redevelopment to include HCM 50 changes.
  • ER 242: Offboarding Automation. Back in redevelopment to include additional requirements requested during SIT.
  • ER 232 - Adding Custom Self-Service Questions in Campus Solutions. Development is completed, but functional analysts need to do activity guide setup before proceeding to SIT.
  • CS 32 SIT and sanity testing in PQA support
  • FIN 50 SIT and sanity testing in PQA support.
  • FIN 50 accessibility IOVD is in progress.
  • Update Positive Pay file CEMLI. Ticket 196848. Development complete, currently in SIT.
  • Hide 415c limits that populate under limit types in Savings Age Catch Up Extension process. Ticket 198490. Currently in SIT.
  • Working with Nelnet, the CS SF team, and Managed Services for the Nelnet SBCTC Campus Solution Connector Install upgrade project.
  • ER 203 - PTF LTD Report was updated from Low to Urgent and development has begun. Ticket 164932.
  • HCX 24.2.1 SIT and sanity testing in PQA support.
  • OpenSearch Dashboard and Insights UAT Kickoff

Upcoming

  • ER 253 - Make a Payment Page Classic to Fluid
  • Offboarding Automation Testing
  • FIN Image 50 Testing Sanity Testing

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.

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

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

 

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Last Modified: 11/5/24, 12:17 PM
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