A weekly round-up of ctcLink learning opportunities, ctcLink support updates, and news for Washington state community and technical college ctcLink users.
If you have questions or suggestions for future editions, contact ctcLink News or slnelson@sbctc.edu.
What ctcLink learning opportunities are available?
ctcLink Support eLists
ctcLink Customer Support teams send notifications of learning opportunities (including trainings, work sessions, user acceptance testing, and more), as well as global and cross-pillar system communications to the applicable ctcLink Support eLists (aka listservs) on a regular basis.
If you are a ctcLink end-user, and not already hearing about learning opportunities firsthand, join one or more support lists today: ctcLink Support eLists
Training calendar
Find the latest learning opportunities, including notices of cancellation or schedule changes, on the ctcLink Training & Learning Opportunities Registration page or on the SBCTC meetings and events calendar (apply filters).
Take a training tour
View the ctcLink Training Overview video for a quick online tour of resources. To view it in full screen, select box icon in the upper right corner.
Learning Opportunities & Work Sessions Ahead
To plan further ahead or find the latest learning opportunities, as well as notices of cancellation or schedule changes, see the complete calendar at the ctcLink Training & Learning Opportunities Registration page or on the SBCTC meetings and events calendar (apply filters).
Resource | Description |
---|---|
ctcLink Training Quick Reference Guides | The ctcLink Training Quick Reference Guides (QRGs) in the ctcLink Reference Center lists and links to recordings of sessions delivered by the Training Team. |
Work Sessions in Canvas | The Work Session Canvas Course lists and links to recordings of sessions, including CS Core-offered Work Sessions. Register for the course(s) at ctcLink Training & Learning Opportunities Registration. |
ctcLink Security Documentation & Training | Find ctcLink Security-related training materials, documentation, Quick Reference Guides (QRGs), useful queries, and more on the ctcLink Security Documentation & Training page. |
Accessibility and ctcLink Open Forums | SBCTC hosts monthly Accessibility and ctcLink Open Forums to engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. Find materials and recordings from past ctcLink Accessibility Forums on the website. |
Learn about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.
Registering for the workshops is easy!
- Visit the SBCTC meetings and events calendar
- Filter by "CTC Professional Development » Personal & Professional Development Suite"
- Click "Sign up" button to enroll
Date | Time | Event |
---|---|---|
May 1 | 1pm | Mental Health: Awareness & Support |
May 6 | 1pm | Teams/Team Bonding |
May 13 | 1 p.m. | DSAP (Dependable Strengths Articulation Process) |
May 15 | 1pm | Psychological Safety in the Workplace Professional Development Workshop |
May 20 | 1pm | Leadership Professional Development Workshop |
May 22 | 1pm | Mindframe: Turning Negative Thoughts into Positive Actions |
May 27 | 1pm | EQ (Emotional Quotient) Professional Development Workshop |
May 29 | 1pm | Effective Communication Strategies Professional Development Workshop |
June 3 | 1pm | Managing Stress Part 1 Professional Development Workshop |
June 5 | 1pm | Managing Stress Part 2 Professional Development Workshop |
June 10 | 1pm | Top Tier Customer Experience Professional Development Workshop |
June 12 | 1pm | Mental Health: Awareness & Support |
July 8 | 1pm | Leadership Professional Development Workshop |
July 10 | 1pm | EQ (Emotional Quotient) Professional Development Workshop |
ctcLink News
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
The ctcLink production site (live environment for all users) will be offline on Saturday, April 26, 6 a.m. to 8 p.m., for PeopleTools 8.61 upgrade activities.
Please note the additional impacts during the PeopleTools upgrade maintenance window:
- The entire ctcLink production environment will remain offline during the maintenance period.
- Admissions (OAAP), HighPoint HCX mobile pages, and Campus CE integration will be unavailable during the maintenance period.
- Canvas will not be impacted, but users will need to log in directly instead of through the ctcLink shortcut
Process Scheduling
Any jobs or processes that you have scheduled to run during the maintenance window should be canceled ahead of time. They can be rescheduled after maintenance is completed.
See the Process Take-Down Instructions QRG, to assist with the steps involved.
No action is required for jobs or processes scheduled outside of the maintenance window.
On Monday, April 28, all users should verify that their scheduled jobs and processes are displaying correctly.
Cashier’s Offices
SBCTC will need to run the Student and Cashiering Fund Balance Jobs at 1 p.m. sharp Friday afternoon, April 25, 2025).
This means that all the Cashier’s Offices need to be closed by noon Friday, April 25. Your Cashier Offices will also be notified directly of this expected shutdown. Should they have any questions please have them reach out directly to the SF Support Team.
Full Build of Fluid Class Search and Enroll, April 26-27
As part of the PeopleTools upgrade, CS Core Support will run a Full Build of Fluid Class Search and Enroll. This process is expected to be completed by Sunday evening, April 27. While the Full Build is running:
- ctcLink Fluid Class Search and Enroll will be unavailable to staff and students.
- Students will be able to enroll using HighPoint HCX (Mobile) after it comes back online following PeopleTools upgrade activities.
PeopleTools Upgrade Q & A Sessions
The PeopleTools 8.61.08 upgrade will be implemented in production on the evening of April 26, 2025. Oracle delivers PeopleTools releases every 12-18 months.
PeopleTools provides the underlying technology for PeopleSoft applications, including CS, HCM, and FIN. PeopleSoft applications are built, deployed, and maintained using PeopleTools.
To learn more about the changes, attend one of two Q&A sessions to answer any questions users might have. The Q&A sessions are optional, but users affected by these changes are encouraged to attend.
- Q&A Session 2: Thursday, April 24, 2025, 10 – 11 a.m., Join Session
Supporting documents
Refer to the following documents for details about changes users will experience once the upgrade is implemented.
- PeopleTools 8.61.08 Update Overview – April 2025 includes functional changes for the following areas:
- Homepage
- NavBar Display Order
- Search Functionality
- Process Monitor
- Distributed User Profile
- Button Changes
- PeopleTools 8.61.08 Accessibility Update Overview - April 2025 ncludes new functional and accessibility fixes for the following areas:
- New Functionality
- Skip to the Main Content Link
- Accessibility Button on the Fluid Homepage Banner
- Fixes
- Fixed: Keyboard shortcuts menu, indention reads as greater than
- Fixed: Data table shows instead of Layout table around “New Window” and “Help” links
- Fixed: JAWS hot key combination doesn’t read Modal Page Title
- Fixed: Insufficient Color Contrast between Primary button and focus indicator
- New Functionality
Onboarding Training Manuals & Staff Training Participation App Available
Whether for yourself or for your staff, the ctcLink Staff Training Participation Application (STP) application and ctcLink Onboarding Training Manuals are available for college and SBCTC staff.
ctcLink Staff Training Participation Application Features
- Users can view their own course completion information, as well as course completion information for any staff within their chain of supervision.
- Includes integrated checklists for supervisors to assign required and recommended ctcLink Canvas course training.
- Displays training course completion information extracted from Canvas so supervisors can track online training course completion and progress for their staff.
- Security roles are dynamically assigned to all active users in the system to access their own training data, and the training data of any staff in the user’s supervisory hierarchy. Depending on the security role, staff can search for active or inactive employees training data by a variety of means including employee ID, supervisor’s name, employee first or last name, department, or training course title.
- An elevated ctcLink security role provides users with college-level training data, and is assigned to college designated Points of Contact (ctcLink College Leaders). For ongoing role-level access, the individual local security administrators (LSAs) have the ability to update access for maintenance purposes.
Please see the ctcLink Staff Training Participation Application quick reference guide (QRG) for step-by-step user instructions.
Need help?
Any supervisors having issues accessing staff records, please submit a ctcLink Service Ticket to: ctcLink Support > Training > Staff Training Participation application.
Onboarding Training Manuals
The Onboarding Training Manuals, a companion to STP, help new college staff in their training journey through ctcLink (PeopleSoft). Although learning a new software system can be challenging, so these documents provide new staff with information to locate, understand, and participate in the various ctcLink training and learning opportunities available.
The Onboarding Training Manuals can be found in the ctcLink Reference Center “Intro to ctcLink” section. Onboarding manuals are available for each ctcLink pillar, as well as general staff.
- 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
The ctcLink Training and Support teams look forward to a continued partnership with the colleges and SBCTC agency staff to enhance onboarding and training experiences for new employees.
Reach out to Gretchen Fulmer, Associate Director of Training, if you have any questions.
Join a ctcLink Support eList (aka LISTSERVs)
Any Washington state community and technical college ctcLink PeopleSoft users — including SBCTC staff, ctcLink, and IT teams — are encouraged to join one or more ctcLink-related Mailman eLists (aka LISTSERVs).
Find a list — or two or three or four — and join today at ctcLink Support eLists.
Connect with your ctcLink peers and colleagues
- ctcLink Customer Support sends updates, outage notices, changes to configuration, training and workshop opportunities, global and cross-pillar communications to colleges.
- College subject matter experts (SMEs), PeopleSoft users/stakeholders can use the lists to ask their college peers questions about how they do things in ctcLink, best practices, local training plans, and more.
Mailman eList (listserv) Bug Workarounds
As you may have noticed, the main Mailman List (listserv) listinfo page has a bug.
A service notice and link has been added to the page to provide instructions about an alternative way to access, subscribe, and unsubscribe for the time being
See also the SERVICE NOTICE: Mailman Bug Troubleshooting tab at the Mailman eList Manager page.
Please reach out to mailman@lists.ctc.edu if you have any questions and thank you for your patience.
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 Requests Update
Updates as of April 22, 2025
- 311 Enhancement Requests Submitted
- 252 Enhancements (81%): 219 Deployed, 33 Canceled
- Enhancement Requests (ERs) are canceled if they are no longer needed or if they pertain to local configuration rather than system-wide implementation.
- Going into production after the April 26 PeopleTools upgrade:
- ER 999 OAAP Work Package 1 (of 7) Residency and Citizenship – April 26, 2025
- ER 266 SFRA – April 28, 2025
- ER 171 TAM Applicant Attachment – May 13, 2025
- ER 275 Physical Inventory – May 15, 2025
- 252 Enhancements (81%): 219 Deployed, 33 Canceled
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.
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
CS Core Learning Opportunities
Running Start Series
SBCTC Dual Credit presents monthly virtual sessions for college Running Start staff. Each session includes SBCTC/OSPI updates and time for Running Start college staff to come together and connect. Participants cover a wide range of topics, including Campus Solutions - Student Financials.
The presentation portion is recorded and posted to the SBCTC Dual Credit YouTube playlist.
Date | Time | Event |
---|---|---|
Wednesday, May 21 | 9 a.m. | Running Start Series |
Wednesday, June 18 | 9 a.m. | Running Start Series |
Feel free to contact Stephanie Rock, SBCTC Student Services & K12 Alignment Policy Associate, with any questions.
FA/SF/FIN Cross-Pillar Training: End-to-End Reconciliation
Monday, May 5, 1-3 p.m., Learn more and join the session
Join functional trainers from the SBCTC Financial Aid, Student Financials, and Finance teams in this knowledge-sharing session and gain valuable reconciliation resources and tips.
Presenters: Kelly Forsberg, Financial Aid; Alec Risk, Student Financials; Karen Ebert, Finance.
Pillar | Objectives |
---|---|
FA/SF/FIN | Understand the high-level flow of the cross-pillar (FA/SF/FIN) end-to-end reconciliation process |
FA | Demonstrate a sample interdepartmental reconciliation worksheet college users can use/build from to track expenses, revenue, and variances |
FA | Understand the available reports and queries in the Fund Management Guide that should be run on a weekly, semi-monthly, and monthly basis |
FA | Understand the high-level process in FA concerning what queries and reports to run for varying funding sources |
FA | Understand the timing in which SAS files are available to use for FA/COD reconciliation |
SF | Understand how the GL is sent to FIN via SF/SFC journals |
SF | Understand the available SF queries and how to reconcile them |
FIN | Review of GL Account Guidance / Resources |
FIN | Understand How SF Data Processes into Finance |
FIN | Review SF/GL Reconciliation Queries |
FIN | Reimbursement/Drawdown Best Practices |
Questions? Contact Alec Risk
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 Opportunities Recordings for a list of previous recordings.
CS Core Training: Processing Deceased Students
NEW DATE: Wednesday, May 28, 2025, 8:30 - 9:45 a.m., Learn more and join the session
Join us for a thoughtful and informative training session designed to guide you through the sensitive process of managing records for deceased students with professionalism, empathy, and adherence to institutional policies.
Topics:
- Systematic steps to handle deceased students' records respectfully.
- Best practices for institutional compliance.
This training aims to equip you with the knowledge and tools to navigate this responsibility with care and confidence.
Module(s): Student Records
Primary Audience: Records Staff
Related QRGs: Processing a Deceased Student Record, Entering Decedent Data
CS Core Work Sessions
Campus Solutions (CS) Core Work Sessions, open to ALL end users, are generally held the first Thursday of each month, from 1 to 3 p.m., but may be offered on an alternative schedule (e.g., to accommodate holidays).
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.
In 2025, CS Core Work Sessions will:
- Include community engagement within each session (rather than have a formal, predetermined college panel). As possible, we will post the anticipated questions ahead of time so that you can be prepared.
- Dedicate at least the last half hour (2:30-3:00 pm) to Open Q&A.
- If the scheduled session ends early and all related questions have been answered, Open Q&A will begin (i.e., it may begin earlier than 2:30 but will begin no later than 2:30)
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
Coming up next!
Join us for CS Core Work Session: Caring for Your Service Indicators on Thursday, May 1.
Please encourage anyone who builds and/or maintains Service Indicators on your campus to attend. While SF and FA staff are welcome to attend, this session will be targeted toward CS Core staff and will not go over SF/FA module-specific guidance or requirements
Changing a Service Indicator is not as easy as you think and merits a detailed review along with a debate about when it makes more sense to modify and when it makes more sense to make a new one.
In this session, we’re going to cover as much information about Service Indicators (SI) as possible, including:
- What is your local business process for creating a new service indicator? Do requests go to a particular person? What is the review process?
- When do you use a service indicator (as opposed to a student group, or something else)?
- When (and how) do you retire a service indicator?
- What’s involved in configuring an SI, including how to use Reason Codes efficiently and what to consider when adding Service Impacts.
- How to assign and release, both individually and by using processes to do so in mass.
- Required SACR security.
- For colleges that were not part of DG5 or DG6, we will remind you about the option for term-and-date based Service Indicators.
Audience: While SF and FA staff are more than welcome to attend, this session will be targeted toward CS Core staff and will not go over any SF/FA module specific guidance or requirements.
Questions? Contact CS Core Support.
Date | Time | Event |
---|---|---|
May 1 | 1pm | CS Core Work Session: Caring for Your Service Indicators |
June 5 | 1pm | CS Core Work Session: A Treasury of Tiny Topics |
July 17 | 1pm | CS Core Work Session: Tracking Student Populations |
Aug. 7 | 1pm | CS Core Work Session: Managing Enrollment with a Side of Search/Match |
Sept. 4 | 1pm | CS Core Work Session: Hodgepodge: A Treasury of Tiny Topics |
Oct. 2 | 1pm | CS Core Work Session: 3C Troubleshooting Session |
NEW Sessions Announced
Read up, plan ahead, and save the date for these fresh topics.
CS Core Work Session: Managing Enrollment with a Side of Search/Match
Thursday, Aug. 7, 2025, 1-3 p.m., Learn more and join the session
It’s true that the needs of our students vary widely but they do have one thing in common: Enrollment! We’ll warm up with a quick review of the functional options before diving a little deeper to explore the building blocks of enrollment and how they intersect with other system processes. While it may seem like enrollment is a straightforward function MOST of the time, that’s not always the case. Join us as we talk about what tools exist to troubleshoot and find solutions for those times when things don’t quite work as expected.
Facilitator: Ryan Jackson, SBCTC.
CS Core Work Session: Hodgepodge: A Treasury of Tiny Topics
Thursday, Sept. 4, 2025, 1-3 p.m., Learn more and join the session
There are so many topics that deserve a spotlight but don’t quite merit an entire session by themselves. So what to do? We bundle them up! We present to you: A Very Special Hodgepodge Session! Along with a speedy review of fundamentals, reminders and suggestions we’ll cover a selection of current topics of interest. Designed to prompt many OH RIGHT responses and build your muscle memory, this session should be a fun one. Note, this session will cover different content than the June 5, 2025, version of Hodgepodge/Treasury.
Facilitated by Lilly Oh, SBCTC.
CS Core Work Session: 3C Troubleshooting Session
Thursday, Oct. 2, 2025, 1-3 p.m., Learn more and join the session
Is your 3C causing you difficulty? Do you have a communication, comment, or checklist not working quite as you’d like? Then this session is for you! Please join us as our panel helps to problem solve your issue. With many eyes looking and minds working together, we’re more likely to put a finger on the hiccups and to identify a solution.
This session requires YOU to bring the content. While there will be no prepared presentation, we have a panel prepared to help! If everyone comes with the intention of just listening to OTHER people’s questions it will be a very quiet, short session. While SF and FA staff are welcome to attend, this session will be targeted toward CS Core staff and will not go over any SF/FA module specific guidance or requirements.
Facilitators: Jill Hammit, Highline; with Jessyka Bridges, Bates; Kael Godwin, Highline; and Michael Taing, Shoreline.
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
FIN Learning Opportunities
ctcLink Accounting Team Presents
Every first and third Thursday, these recurring work sessions aim to provide accounting support and guidance regarding, but not limited to, the various reconciliation topics and processes. Each session covers a specific topic(s) and then moves to open Q&A.
DATE/TIME | EVENT/TOPIC |
---|---|
Thursday, May 1, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
Thursday, May 15, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
FA/SF/FIN Cross-Pillar Training: End-to-End Reconciliation
Monday, May 5, 1-3 p.m., Learn more and join the session
Join functional trainers from the SBCTC Financial Aid, Student Financials, and Finance teams in this knowledge-sharing session and gain valuable reconciliation resources and tips.
Presenters: Kelly Forsberg, Financial Aid; Alec Risk, Student Financials; Karen Ebert, Finance.
Pillar | Objectives |
---|---|
FA/SF/FIN | Understand the high-level flow of the cross-pillar (FA/SF/FIN) end-to-end reconciliation process |
FA | Demonstrate a sample interdepartmental reconciliation worksheet college users can use/build from to track expenses, revenue, and variances |
FA | Understand the available reports and queries in the Fund Management Guide that should be run on a weekly, semi-monthly, and monthly basis |
FA | Understand the high-level process in FA concerning what queries and reports to run for varying funding sources |
FA | Understand the timing in which SAS files are available to use for FA/COD reconciliation |
SF | Understand how the GL is sent to FIN via SF/SFC journals |
SF | Understand the available SF queries and how to reconcile them |
FIN | Review of GL Account Guidance / Resources |
FIN | Understand How SF Data Processes into Finance |
FIN | Review SF/GL Reconciliation Queries |
FIN | Reimbursement/Drawdown Best Practices |
Questions? Contact Alec Risk
Travel and Expenses Q&A Drop-In
Recurring every SECOND Monday of the month, 11 a.m. to noon, join us for a collaborative, interactive and troubleshooting drop-in support session on everything Travel and Expenses. This session is not recorded, unless otherwise noted.
- 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.
DATE/TIME | EVENT/TOPIC |
---|---|
Monday, April 28, 11 a.m. | FIN Work Session: Travel and Expenses Q&A Drop-In |
Tuesday, May 27, 11 a.m. | FIN Work Session: Travel and Expenses Q&A Drop-In (DATE CHANGE) |
FIN Work Session: Grants/Projects Q&A Drop-In Sessions
NEW! Recurring 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, May 12, 11 a.m. | FIN Work Session: Grants/Projects Q&A Drop-In |
Monday, June 9, 11 a.m. | FIN Work Session: Grants/Projects Mini Training and Open Q&A |
FIN Work Session: Asset Management Q&A
Every second Thursday from 11 a.m. to noon (except where noted) 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 |
---|---|
Thursday, May 8, 11 a.m. | FIN Work Session: Asset Mgmt. Workshop and Q&A *DATE CHANGE* |
Tuesday, June 17, 11 a.m. | FIN Work Session: Asset Mgmt. Workshop and Q&A *DATE CHANGE* |
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.
The ctcLink Finance Subject Matter Experts list received a calendar invitation to Upcoming Finance Users Production Support meetings.
Didn’t get the invitation? Reach out to Shon Dicks-Schlesinger, Associate Director of Finance Functional Support.
DATE/TIME | EVENT/TOPIC |
---|---|
Tuesday, April 29, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [DYK: FYE 2025] |
Tuesday, May 13, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [GR/PU] |
Tuesday, June 10, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [DYK: FYE 2025] |
Tuesday, June 24, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [DYK: FYE 2025] |
Tuesday, July 8, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [DYK: FYE 2025] |
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, May 14, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Wednesday, June 11, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Wednesday, July 9, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
FA Support Updates
FA Weeklyish Bulletin
Trying to recall that important thing you read in the ctcLink Financial Aid listserv FA Weeklyish Bulletin? Don’t miss a thing! Revisit past editions in the FA Weeklyish Bulletin Archive at the ctcLink Reference Center.
FA Learning Opportunities
Financial Aid Training
NEW DATE: Fin Aid Training for Header Colleges Only: Loan Set Up for Schema 5.0c and 25/26 Loan Processing
Tuesday, June 10, 2025, 9 a.m. to 12 p.m., Learn more and join the session
Join this hands-on workshop to set up/adjust your Run Controls for the 2025-2026 AY in preparation for sending out your Direct Loan files for the Summer Term.
Audience: Header College Financial Aid Staff responsible for Direct Loan Origination and Outbounding
Agenda
- Updating/checking Loan Fee Set Up
- Updating/checking Loan Fee in Item Types Set Up
- Updating/checking the Loan Fee in Create Loan Types pg
- Updating the Process Loans Run Control ID parameters to 2025 AY
- 10:30 to 10:45 a.m.: Break
- Updating the EY Summer Include & Summer Exclude Run Control ID parameters to 2025/2026 dates and AY.
- Updating the EY Process Loan Dates Run Control ID to 2025 AY.
- Updating the Schema to 5.0b on the EY Generate Direct Loan Data pg.
- Updating and/or creating EY Run Control IDs for your Direct Loan Reports
Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid).
Financial Aid Work Sessions
FA/SF/FIN Cross-Pillar Work Session Reconciliation Show & Tell
Thursday, June 5, 2025, 1-3 p.m., Learn more and join the session
Join us for a cross-pillar work session as SBCTC hosts esteemed colleagues from Bellevue College in a Webex on the hot topic of reconciliation!
Guest speakers Christine Taylor, Financial Aid Director; Jennifer Fetters, Associate Director of Student Center-Financial Aid; and Jennifer McMillan, Finance Manager, will walk through their local business process on reconciliation for Pell, Direct Loan, and state funds.
This session emphasizes the importance of interdepartmental communication during monthly reconciliation processes and reviews key steps unique to Bellevue College in their local reconciliation business process.
Audience: FA, SF and FIN staff responsible for reconciling federal and state funding
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
HCM Support Updates
HCM Users Group Spring 2025 Quarter Meeting
Thursday, May 8, and Friday, May 9 (half day), 2025, at Yakima Valley College. Virtual option will be available.
Watch for details at the HCM Users Group web page and the HCM support eList: ctcLinkSME-HCM.
Questions? Contact Annie Butler, HCM Users Group Chair.
HCM Learning Opportunities
HCM Work Sessions
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.
Questions? Contact HCM Customer Support.
DATE/TIME | EVENT/TOPIC |
---|---|
Wednesday, April 30, 1 p.m. | HCM Work Session: Benefit Program Assignment |
Wednesday, May 7, 1 p.m. | HCM Work Session: Process Prepayments |
Wednesday, May 21, 1 p.m. | HCM Work Session: NRA Setup & Paycheck Modeler BN100 Benefits Overview, originally planned for May 21, will be rescheduled to July. |
Wednesday, June 11, 1 p.m. | HCM Work Session: "SAVE THE DATE" Topic TBD |
Wednesday, June 25, 1 p.m. | HCM Work Session: TM100 Talent Acquisition Manager "SAVE THE DATE" |
Wednesday, July 9, 1 p.m. | HCM Work Session: "SAVE THE DATE" Topic TBD |
Wednesday, July 23, 1 p.m. | HCM Work Session: "SAVE THE DATE" Topic TBD |
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
SF Updates
Tuition
Is it Summer or Fall Tuition Calculation time yet?
When ready, please submit a ticket to turn on 2255 or 2257 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 2255 Summer Term
Tuition Rate Update Meetings
Did you meet with the team and still have Board of Trustee meetings pending to confirm S&A or Athletic Waiver or other fee/waiver adjustment that would impact your Fall fees? If those questions have been answered, please add a note to your ticket.
Waiver Form in Solar Winds
The SBCTC teams made a few updates to the form used when requesting new or changes to waivers and adjustments. Please note the following changes:
- Title change to “CtcLink Waiver/Adjustment Request Form”
- Links to the State Board Policy and ctcLink Accounting Manuals
- Inclusion of an “Attestation” section
SF Enhancement Request Updates
ER#266 – Student Financial Responsibility Agreement (SFRA)
Testing will remain available for this enhancement in PCD through April 28, 2025 and the UAT Survey should be submitted by April 30.
Don’t forget about the SFRA info session at 1 p.m. on April 24!
ER#999 – OAAP Residency & Citizenship
The SF Team is continuing to develop considerations on how this enhancement will impact 1098-T Statement processing. Expect additional updates to facilitate the exchange of ideas for appropriate steps to ensure minimal staff/student impact.
SF Learning Opportunities
Please feel free to reach out to SFSupport@sbctc.edu if you have any questions or need further clarification.
- The Student Financials Learning Opportunities Recordings QRG is a comprehensive list of all previous SF-related recordings.
- Previous SF DL Blasts can be found within Student Financials Resources.
FA/SF/FIN Cross-Pillar Training: End-to-End Reconciliation
Monday, May 5, 1-3 p.m., Learn more and join the session
Join functional trainers from the SBCTC Financial Aid, Student Financials, and Finance teams in this knowledge-sharing session and gain valuable reconciliation resources and tips.
Presenters: Kelly Forsberg, Financial Aid; Alec Risk, Student Financials; Karen Ebert, Finance.
Pillar | Objectives |
---|---|
FA/SF/FIN | Understand the high-level flow of the cross-pillar (FA/SF/FIN) end-to-end reconciliation process |
FA | Demonstrate a sample interdepartmental reconciliation worksheet college users can use/build from to track expenses, revenue, and variances |
FA | Understand the available reports and queries in the Fund Management Guide that should be run on a weekly, semi-monthly, and monthly basis |
FA | Understand the high-level process in FA concerning what queries and reports to run for varying funding sources |
FA | Understand the timing in which SAS files are available to use for FA/COD reconciliation |
SF | Understand how the GL is sent to FIN via SF/SFC journals |
SF | Understand the available SF queries and how to reconcile them |
FIN | Review of GL Account Guidance / Resources |
FIN | Understand How SF Data Processes into Finance |
FIN | Review SF/GL Reconciliation Queries |
FIN | Reimbursement/Drawdown Best Practices |
Questions? Contact Alec Risk
Running Start Series
SBCTC Dual Credit presents monthly virtual sessions for college Running Start staff. Each session includes SBCTC/OSPI updates and time for Running Start college staff to come together and connect. Participants cover a wide range of topics, including Campus Solutions - Student Financials.
The presentation portion is recorded and posted to the SBCTC Dual Credit YouTube playlist.
Date | Time | Event |
---|---|---|
Wednesday, May 21 | 9 a.m. | Running Start Series |
Feel free to contact Stephanie Rock, SBCTC Student Services & K12 Alignment Policy Associate, with any questions.
SF Work Sessions
Applying Credits to Charges
Thursday, April 24, 1 p.m., Learn more and join the session
Join us to learn more on the following: item type classification, item type trees, charge priority list basics and resources, SF Term Default, payment priority numbers, payment overall priority and common application issues.
SF Information Session: Apprenticeship NEW Waiver Configuration Drop-in
Tuesday, April 29, 1 p.m., Learn more and join the session
Drop in and learn about the latest waiver configuration for apprenticeships,
The Great Ledger Migration: Student Financials to the General Ledger
Thursday, May 22, 1 p.m., Learn more and join the session
Join us to learn more on the following: a general overview on how SF transactions jump over the fence into the Finance pillar/General Ledger, focus on specific SF-related fiscal year end considerations, and review how Second Journal Set item types may be updated locally instead of via State Board ticket.
Washington Waives: Updating your Athletic, Apprenticeship, State Employee, and Senior Tuition Waivers
Monday, June 2, 1 p.m., Learn more and join the session
Join us to learn more on the following: Reviewing specific updates to the named waivers, learning more about waiver reporting, and State Board resource updates.
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, May 14, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Wednesday, June 11, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
Downtime Notice for All ctcLink Pillars: PeopleTools 8.61 Upgrade on April 26
See important information for all pillars in the Cross-Pillar News section about the PeopleTools 8.61 upgrade on April 26 and the CS Full Build of Fluid Class Search and Enroll, April 26-27.
Query Developer Learning Opportunities
Instructor-Led Query Development Training
The ctcLink Training Calendar has been updated with instructor-led query-related training through summer. To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.
Date | Time | Event |
---|---|---|
May 6 | 8:30am | Pivot Grid Wizard - Part 1 |
May 7 | 8:30am | Pivot Grid Wizard - Part 2 |
May 13 | 9am | PS Query Training 101 Basics - Part 1 |
May 14 | 9am | PS Query Training 101 Basics - Part 2 |
Jun 10 | 9am | PS Query Training 102 - Query Security |
Jun 24 | 9am | PS Query Training 201 Intermediate - Part 1 |
Jun 25 | 9am | PS Query Training 201 Intermediate - Part 2 |
Jul 29 | 9am | PS Query Training 301 Advanced - Part 1 |
Jul 30 | 9am | PS Query Training 301 Advanced - Part 2 |
Aug 19 | 9am | PS Query Training 401 Expert- Part 1 |
Aug 20 | 9am | PS Query Training 401 Expert- Part 2 |
How to Enroll in Self-Paced Query Developer Courses
It’s easy to enroll in Query Developer Courses.
- 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.
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, May 6, 2025, at 11 a.m. All are welcome to attend via Zoom.
- Zoom meeting link: ctcLink Accessibility Open Forum 2025 and beyond
In case you missed a meeting, please see materials from past Open Forums.
Keeping the Lights On Every Single Day
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 single day.
Completed/Wins
- Development deployed to production this week
- PeopleTools 8.61 Sanity Testing
- Build Confidence Test Plan in Testlink
- Data fixes and bug fixes in HCM, CS, and FSCM
In Progress
- In Development, SIT, UAT, and Completed
- Accessibility testing for OAAP residency page.
- Add new leave codes to CTC_ABSBL_AE and Crosswalk. Ticket 193709. HCM-1538. Development complete. Waiting on code freeze.
- App Engine for Yearly Updates to CS and ST Salary Plans. Ticket 207571. We are developing an app engine to automate a complex process that the HCM functional has had to do manually every year with Excel to CI. Development is complete. Waiting on code freeze.
- Archiving. On 3/5/25, Testing with archiving HR_ACCTG_LINE. Working with Data Services team on testing query performance after archiving and running stats in PCD.
- Attended SBCTC Degree program Mapping using AI meeting.
- Automatically Resubmit Asynchronous IB Errors. Ticket 200430. In progress. Interrupted by PeopleTools SIT tickets, so there will be delay on this.
- Campus CE & SFRA - Working with the SF team on requirements for CampusCE to develop the Student Financial Responsibility Agreement in their product and how that will integrate with ctcLink.
- CampusCE NOR response Bug Fix. CS-2338. Ticket 199915. Currently in SIT.
- CampusCE Search/Match results transaction suspend. CS-2343. Ticket 198623. Currently in SIT.
- Code Freeze
- Configurable search issue in 8.61. Ticket 214405 the ID Field not autofilling like it should.
- CTC_OAA_KT_INTEGRATION_I1168. CS-2367. Ticket 199673. ER 999 - (1 of 7) OAAP Work Package 1 - Residency and Citizenship. It's in UAT.
- ctcLink Pages Display Information for Other Business Units in Finance. Ticket 210359. Development is in progress for securing these pages by BU.
- Enhancement FWL Employee Record Look Up. Ticket 148615. Back to redev.
- Enter time, report time, and other time pages working on implementing new functionality with configurable headers. We are working on a customization 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 requested the salary rate be effective dated, so we can no longer only use Oracle's delivered functionality for configurable headers. Ticket 124980. Was in SIT and went back to redev. There was a new issue delivered with 8.61 that we need to work through.
- ER 219 - Automation of adjustments to vacation / sick time donations for Shared Leave. Ticket 168718. Currently in development.
- ER 232 - Adding Custom Self-Service Questions in Campus Solutions. Bhuvana and Neel are working on development.
- ER 253 - Make a Payment Page Classic to Fluid. Development is complete. Ticket 181828. Waiting on code freeze.
- ER 285 - Purchase of EPM tool from Oracle for use to do Book to Bank reconciliation. Waiting on new ER and requirements.
- ER 999 - OAAP Work Package 1 - Residency and Citizenship UAT
- ER-171 TAM Enhancements. Ticket 163606 and HCM-1292. Waiting for the code freeze.
- ER-266 Student Financial Responsibility Agreement College User Review
- GL_EXCL_BATC in FSPRD. Ticket 204146. New SR opened. The problem can be replicated in SUP and we're working with Oracle to determine if there is a bug. Budget checking is failing on batch uploads. Ticket 214412 created to hide the budget checking option on the run control page while we work with Oracle on a resolution.
- I-088 Interface Processing Update. Ticket 213443. HCM-1570. Development complete. Waiting on code freeze.
- Institution Set Override Problem. Ticket 190595. Josh is investigating.
- Investigate missing services in PQA.
- New Leave Liability Report. Ticket 212415. Development complete.
- OAAP - Project CTC_OAA_KT_INTEGRATION_I1168, query, and config migrated to PTS. CS-2367, ticket 199673. Currently in UAT.
- Offboarding phase 2 - ticket 212741. Development is in progress as the developer gets the updated requirements.
- Okta. Ticket 206057 - New table for 'transaction log' to see person/date/ whether or not integration to okta successful. Ticket 206055 - Dynamic Role integration with Okta Fix. Development is complete. Can't move to SIT until the PT 8.61 Portal retrofit is closed, as it has a lock on a component PeopleCode object in this project. Will be in SIT after PeopleTools 8.61 passes confidence testing.
- Override institution set issues in ticket 190595. Investigating.
- Participated in planning meeting for SFRA compliance in CampusCE.
- PeopleTools 8.61 Bug Fix
- PeopleTools 8.61. Passed sanity testing. Go for 4/26 deployment.
- Portal homepage logos keep disappearing in production every 2-4 weeks. Josh manually fixes them as we investigate the root cause. It cannot be replicated in any other environment except production.
- Prepare for prod release of Ptools Upgrade project and ER999 in OAAP.
- PT 8.61 User can access other institutions pages. Ticket 211483. Oracle asked Mark to submit an individual SR for every navigation that has an issue. He will work through that.
- SDT 214144: Working with Kastech to investigate Citizenship issue for State Attorney General's office requirement to exclude all citizenship data from OAAP for ER 999
- Support CampusCE test site connections with PQA for Ptools Upgrade project.
- Support PeopleTools Upgrade project.
- Support testing of Bug fixes reported on tickets 199915 and 198623.
- Support tickets related to integrations.
- Updating the logos in HCX and the portal page for Bates. Tickets 199604 and 203618.
- Work on Okta/PTF issues
- Working with Nelnet, the CS SF team, and Managed Services for the Nelnet SBCTC Campus Solution Connector Install upgrade project. Ticket 195128. CS-2181 and CS-2182. It was in UAT, but it will trail 8.61.
Upcoming
- Enhancement_FWL_Employee Record Look Up - Ticket 148615
- ER 245 - Extension for Student Group Mass Assign. Ticket 178457. Carmen would like development to begin in April 2025.
- ER 289 Security Account Reset Capabilities.
- FA PRP 2.2 retrofit development.
- I-021 Cemli Update/Bug Fix. Ticket 213369.
- Investigate PTUN_LANDING_PAGE errors on Integration Broker.
- Nelnet PeopleSoft Connector Upgrade Project Go-Live - scheduled for 6/17
- PeopleTools 8.61 PRD Deployment, 4/26
- PeopleTools 8.61 Q&A Sessions, 4/23 & 4/24
- PeopleTools 8.61 upgrade release scheduled for 4/26
- PT 8.61 Go Live & Confidence Testing
- Support and monitor 3rd party integrations.
- Support integration setup post refresh on non-Production environments.
- Support OAAP, CampusCE, HCX and OKTA integration enhancements, bug fixes.
- Support tickets related to PS integrations
- Work on SDT 213040 - Timeout error in Submitted Applications page for Admins. Waiting for functional testing to be done.
- Work with Oracle on SR 3-40147231641 : PTUN_LANDING_PAGE service operation resulting in error on CS.