ctcLink Learning Opportunities & Support Roundup: Nov. 6, 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
Nov 7	9am	SF Training: Intermediate Third Party Contracts
Nov 7	10am	ctcLink Accounting Team: Recon Session on Student-related Liabilities (continued)
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	10am	ctcLink Accounting Team: Recon Session on Accounts Payable Control
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 20	8:30am	CS Core Training: Grading
Nov 21	9am	SF/FIN BAR Follow-Up: SMARTER Reports Q&A
Nov 21	10am	ctcLink Accounting Team: Recon Session on Accounts Payable Control (continued)
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*
Nov 28	10am	ctcLink Accounting Team Recon Session *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 (DYK on GL)
Dec 4	9am	PS Query Training 301 Advanced - Part 2
Dec 5	9am	SF Training: TBA
Dec 5	10am	ctcLink Accounting Team: Recon Session on DOR Sales & Use Tax
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 12	10am	ctcLink Accounting Team: Recon Session on DOR Sales & Use Tax (continued)
Dec 17	11am	FIN Work Session: Asset Mgmt Q&A Drop-In
Dec 17	2pm	FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Dec 18	8:30am	CS Core Training: Set up Enrolled from Waitlist Message Center Recurrence
Dec 19	10am	ctcLink Accounting Team: Recon Session on COP, Leases, SBITA, Deferred Inflows
Dec 24	2pm	FIN Work Session: FSCM Prod Support Meeting *CANCELED*
Dec 26	10am	ctcLink Accounting Team: Recon Session *CANCELED*
Dec 31	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
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
Jan 8	1pm	Effective Communication Strategies Professional Development Workshop
Jan 21	1pm	Managing Stress Part 1 Professional Development Workshop
Jan 23	1pm	Managing Stress Part 2 Professional Development Workshop

System Environment Updates & Outages

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

ctcLink Server Maintenance

SBCTC will install important Oracle patches on Saturday, Nov. 16, 2024, 7 – 9 a.m.  During this maintenance window:

• The entire ctcLink production environment will remain offline during the maintenance window.
• Users logging into ctcLink will be directed to an offline notice with links to college Canvas sites.
• Canvas will not be impacted.

PCD Refresh

SBCTC will refresh the PCD environment from production on Monday, Dec. 9, 2024 (instead of Dec. 2).

‘Tis the Season to Manage Stress and Time

Especially this month and next, take a moment to take care of yourself! Professional and Personal Development Suite workshops are open to all Washington state community and technical college employees, whether faculty, staff, or exempt.

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. 

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.”

Upcoming offerings

Date	Time	Event
Nov 13	1pm	Managing Stress Part 1 Personal Development Workshop
Nov 14	1pm	Managing Stress Part 2 Personal Development Workshop
Nov 19	1pm	Time Management Professional Development Workshop
Dec 4	1pm	Time Management Professional Development Workshop

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 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 training courses. 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 Academic Advisement Report (AAR) Workshop

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

Schedule:

• Day 1: Wednesday, Nov. 13, 9 a.m. to 4 p.m. (one hour break at noon), Join the session
  • Day 1 content will be based solely on your questions and issues. To make Day 1 productive and valuable for all attendees, please submit issues (big or small). Add your questions to the AAR google sheet by Friday, Oct. 25.
• 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.

NEW! CS Core Training: Grading Refresher

Wednesday, Nov. 20, 2024, 8:30 to 11 a.m., Learn more and join the session

Join our grading refresher session to prepare for the end of the fall term. We'll guide you through generating grade rosters, entering grades, approving the grade roster, posting grades, managing grade changes after posting, and the grade lapse process. We hope to see you there!

Module(s): Records and Enrollment

Primary Audience: Student Records Staff and Faculty

Related QRGs: Grading chapter, Faculty Center - Entering Grades

Prerequisite Course(s): SR104 Student Records: End of Term Processes

NEW! CS Core Training: Set Up Enrolled from Waitlist Message Center Recurrence

Wednesday, Dec. 18, 2024, 8:30 to 10 a.m., Learn more and join the session

Students are responsible for staying informed about their schedules, as PeopleSoft does not provide automatic notifications for waitlisted classes. Students can easily track their waitlist position by checking the "Show Waitlisted Classes" box. Furthermore, faculty and staff can access student information through the Student Services Center, Faculty Center, Advisor Center, or the Class Roster. Crafting a waitlist notification message to update students about their enrollment status from the waitlist promptly is helpful.

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.

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)

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: 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, 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, 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 secondWednesday, 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: Reconciliation & Open Q&A Sessions

Every Thursday, 10 to 11 a.m., join the ctcLink Accounting Team for weekly work sessions aim to provide accounting support and guidance in regarding but not limited to the various reconciliation topics and processes. We will cover a specific topic(s) and then move to open Q&A.

DATE/TIME	EVENT/TOPIC
Thursday, Nov. 7, 10 a.m.	Recon Session on Student-related Liabilities (continued)
Thursday, Nov. 14, 10 a.m.	Recon Session on Accounts Payable Control
Thursday, Nov. 21, 10 a.m.	Recon Session on Accounts Payable Control (continued)
Thursday, Nov. 28	Recon Session *CANCELED*
Thursday, Dec. 5, 10 a.m.	Recon Session on DOR Sales & Use Tax
Thursday, Dec. 12, 10 a.m.	Recon Session on DOR Sales & Use Tax (continued)
Thursday, Dec. 19, 10 a.m.	Recon Session on COP, Leases, SBITA, Deferred Inflows
Thursday, Dec. 26	Recon Session *CANCELED*

 

Financial Aid Award Processing Update

This will be the final weekly FA award update published in ctcLink CONNECT. Hats off to our college financial aid professionals for continuing to forge ahead through the most challenging FAFSA aid year launch ever.

Overall Numbers as of Monday, Nov. 4, 2024 update

As of Monday, 15,217 students have been awarded for the summer term, and 57,076 students have been awarded for the fall term of the 2024-2025 academic year.

In comparison, as of this date last year, 12,717 students were awarded for the summer term (up by 2,500), and 47,359 students were awarded for the fall term of the 2023-2024 academic year (up by 9,717).

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. 28, colleges have loaded 6,396 WASFA applications into the system to date, compared to 5,132 last year (up by 1,264).

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.

FA Learning Opportunities

Financial Aid Training

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 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, Nov. 13, 2024, 1 to 3 p.m., Data Prep for Year-End Reporting W-2 Forms - Part 2

Student Financials Update & Reminders 

2024 1098-T Business Process Guide

If you haven’t checked it out yet, please review the 2024 1098-T Business Processing Guide.  This resource is the ultimate resource for all things ctcLink 1098-T related and will be reviewed in detail during the upcoming 1098-T trainings.

A new tracking calendar with Webex links has just been added.

Communications/Letter Code update option

New for 2024, the SF Support Team has created an institution-specific 3C Communication setup for 1098-T Electronic Consent Invites and Missing SSN Letters to prevent the prior years' issue of colleges sending out letters to students from different institutions. The previous global set-up will still be available but continues to have the risk of mistakenly including students from other colleges.  More information will be provided at the first training session.

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.

NEW! SF Work Sessions: 2024 1098-T Processing

Please mark your calendars for the training and drop-in sessions listed below. For many of the trainings we will also offer Friday morning “follow-up” drop-in hours from 8 to 11 a.m. for 1098-T follow up questions and assistance.

Primary Audience: Student Financials staff

Related QRGs: 1098-T Guide

Contact Email: SFSupport@sbctc.edu

Date/Time	Work Session	Training Webex	Follow-Up Drop-in Session
Monday, Nov. 18, 20241 to 3 p.m.	Communications, Q&A on 10/28 topics	SF Work Session: 2024 1098-T Processing	Friday, Nov. 22, 8 to 11 a.m.Details to come
Monday, Dec. 9, 20241 to 3 p.m.	Prep: Item type, TIN table, FIRE, Comms Review	SF Work Session: 2024 1098-T Processing	Friday, Dec. 13, 8 to 11 a.m.Details to come
Jan. 6 or Jan. 7, 2025	Running 1098-Ts to Audit/Validate	SF Work Session: 2024 1098-T Processing	Friday, Jan. 10. 8 to 11 a.m.Details to come
Monday, Jan. 13, 20251 to 3 p.m.	Printing & Reconciliation (1/16 is the deadline for printed files)	SF Work Session: 2024 1098-T Processing
Monday, Feb. 10, 20251 to 3 p.m.	Corrections	SF Work Session: 2024 1098-T Processing
Monday, March 171 to 3 p.m.	FIRE account submissions	SF Work Session: 2024 1098-T Processing

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

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
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

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 worked with the ctcLink Customer Support team to bring the new CS image went to production, tested page masking with more granular security roles to allow for least privilege access of PII Data, and updated procedures for Service Accounts.

The team continues its activities around HCM Image and CS Student Questionnaire support and various SASI initiatives, including security audits, and SASI work package meetings.

Testing is underway for the much-anticipated Employee Offboarding Automation process.

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, supporting ctcLink pillars, systemwide IT applications, environments, accessibility improvements, testing, and managing the network data load behind-the-scenes 24/7.

While you may never meet them directly or understand what they do, they support you every day.

Completed/Wins

• Development deployed to production this week including data and bug fixes
• Data fixes in HCM, CS, and FSCM
• CS 32 and HCX 24.2.1 deployed to production
• HCM 50 PQA technical validation complete
• CS Image 32 and HCX 24.2.1 PRD Deployment
• HC Image 50 and Tax Update 24-C SIT
• PQA Refresh
• HC Image 50 and Tax Update 24-C PQA Technical Validation
• FIN Image 50 Go Live
• CS Image 32 and HCX Upgrade Go Live
• OpenSearch Dashboard and Insights Go Live
• HCM Image 50 & Tax Update 24-C System Integration Testing Complete
• Support CS Image 32 project - Validated integrations post deployment in CS Prod.
• DG6A PBCS Implementation: Unit and Integration Completed

In Progress

• In progress development
• In Development, SIT, UAT, and Completed
• Book to Bank enhancement development has been saved. Waiting for further feedback to make development changes.
• 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 redev 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 we proceed to SIT.
• 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.
• ER 203 - PTF LTD Report development is in progress. Ticket 164932.
• Tax910ER - Year End Record Error - one college can run the process for another college. Ticket 201504. Priority went from Low to Urgent. Passed SIT, currently in UAT.
• HCM Image 50: Preferred Name Issue in Update Dependent/Beneficiary Page. Ticket 203133. This is a delivered issue, happening because of the new code introduced for Bug 36894268 in Image 50. Peoplecode in this event defaults the Display name to Formal Name instead of Preferred Name. We have opened SR 3-38543296038 with Oracle to check this issue. Oracle acknowledged this as a bug and reported this issue to the development team. Oracle develop team will work on the fix for this issue.
• Automatically Resubmit Asynchronous IB Errors. Ticket 200430. Research for best development options is in progress.
• Enhancement FWL Employee Record Look Up. Ticket 148615. The engineer is going to setup an IB sync for the accounting information so that it doesn't feed across a DB link. He's thinking we're running into memory issues with the dynamic view and therefore causing the crash.
• ER 296- Restrict bank code field to college specific accounts. Ticket 203408. In UAT.
• ER 232 - Adding Custom Self-Service Questions in Campus Solutions. Development was complete for the student and staff pages, but due to query tree security concerns with pivot grid on the staff fluid page, the engineer will start development over with a Classic page. Current work is completing the additional requirements changes to the student-facing page. Another engineer is reviewing that work for accessibility compliance.
• Enter time, report time, and other time pages we are exploring new functionality with configurable headers. The plan is to replace the drop zone and use the now accessible configurable headers to display information about the job the person is entering time for. The HCM functional team will work on an enhancement request. This will solve a years ongoing accessibility issue as well as weekly tickets from customers requesting this functionality.
• SDT 199915 CampusCE NOR issue – Coding In progress
• SDT 203027 – CampusCE deployment issue, CampusCE has resolved the issue. Working with CampusCE to clean up the data.
• Support  TouchNet project.
• Support Nelnet upgrade project.
• Support tickets related to integrations.
• Nelnet PeopleSoft Connector Upgrade Project Testing
• ER 232 - Adding Custom Self-Service Questions in Campus Solutions Testing Planning
• HC Image 50 and Tax Update 24-C Sanity Testing
• DG6A PBCS Implementation: Preparing UAT Instance, Security Configuration, update Reference Center

Upcoming

• ER 253 - Make a Payment Page Classic to Fluid. Requirements changes in ER 232 have delayed this again
• Generate URLs for OBIS API
• Analyze CampusCE NOR issue – Coding in progress
• Nelnet connector installation on PTS.
• TouchNet project
• Offboarding Automation Testing
• HCM Image 50 & Tax Update 24-C: Sanity Testing, IOVD review and formatting, email notification and Q & A Sessions, Go Live
• DG6A PBCS Implementation: UAT
• Monthly patch update 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.

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

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