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.
NOTE: The next edition of the ctcLink Learning Opportunities & Support Roundup will be Wednesday, July 16, 2025.
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
| Resource | Description |
|---|---|
| ctcLink Training Quick Reference Guides | The ctcLink Training Quick Reference Guides (QRGs) in the ctcLink Reference Center lists and links to recordings of sessions delivered by the Training Team. |
| Work Sessions in Canvas | The Work Session Canvas Course lists and links to recordings of sessions, including CS Core-offered Work Sessions. Register for the course(s) at ctcLink Training & Learning Opportunities Registration. |
| ctcLink Security Documentation & Training | Find ctcLink Security-related training materials, documentation, Quick Reference Guides (QRGs), useful queries, and more on the ctcLink Security Documentation & Training page. |
| Accessibility and ctcLink Open Forums | SBCTC hosts monthly Accessibility and ctcLink Open Forums to engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. Find materials and recordings from past ctcLink Accessibility Forums on the website. |
Learn about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.
Registering for the workshops is easy!
- Visit the SBCTC meetings and events calendar
- Filter by "CTC Professional Development » Personal & Professional Development Suite"
- Click "Sign up" button to enroll
ctcLink News
Stressed? Overloaded? Replenish Your Resiliency Toolkit this Summer
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, college requests for group training, 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.
Questions? Reach out to Corinne Taylor, Professional/Personal Development Trainer.
Upcoming offerings
| Date | Time | Event |
|---|---|---|
| Jul 8 | 1pm | Leadership Professional Development Workshop |
| Jul 10 | 1pm | EQ (Emotional Quotient) Personal Development Workshop |
| Jul 15 | 1pm | Effective Communication Strategies Professional Development Workshop |
| Jul 17 | 1pm | Leadership Professional Development Workshop |
| Jul 22 | 1pm | Managing Stress Part 1 Personal Development Workshop |
| Jul 24 | 1pm | Managing Stress Part 2 Personal Development Workshop |
| Jul 29 | 1pm | Top Tier Customer Experience Professional Development Workshop |
| Jul 31 | 1pm | Mental Health: Awareness & Support Personal Development Workshop |
Data Summit 2025: Save the Date!
Monday, Aug. 4, 2025, Yakima Valley College
Planning for Data Summit 2025 is now underway
The DataLink Steering Committee, IT Commission, Research & Planning Commission, and the ctcLink College Collaboration Group are teaming up to plan another informative event discussing all things data. The agenda is under development but will include:
- Hands-on work with the data
- Deep dives on hot topics
- Breakout session by theme
- Opportunities for collaboration
- Information on what’s coming down the road
We want to hear from you
You are invited to submit your ideas on topics you want to learn more about, topics you would like to present, or information you would like to share: Data Summit 2025 Ideas form
Get Ready for PAW Travel & Expenses Proof of Concept Kick-Off Sessions on July 14
Come try out the best practices recommended by the systemwide Travel & Expense (T&E) Process Alignment Workgroup (PAW) Taskforce. Join us for one of two T&E Proof of Concept (POC) user testing kick-off sessions.
When
Monday, July 14, 2025, 9 a.m. or 3 p.m., Webex: Travel & Expenses Proof of Concept Kick-Off Sessions
Note: The presentations will be recorded and uploaded to the Proof of Concept Overview for Travel & Expenses QRG for users to review post-kickoff.
Audience
Individuals involved in trying out the recommended business practices for requesting travel authorizations, cash advances, and requesting expense reimbursements for travel
What YOU Need to Do to Prepare
All Proof of Concept (PoC) activities will take place in the PCP Environment, a safe and stress-free (data-scrubbed) environment July 14 through August 29.
It is important for each user/tester to Request Access by Friday, July 11, 5 p.m. so your login credentials will be ready on July 14.
Agenda
During the kickoff, we will cover:
- Background and expectations
- Review Online UAT Materials
- Step checklist & recommendations
- Master glossary
- Expense identifier
- Proof of Concept (POC) Overview Guide
- Scenario review
- PCP environment login credentials
- Getting Help & Reporting Issues
- What is everyone else finding?
- Establish frequency of follow-up sessions for duration of testing
- Open Q&A
POC/testing activities will end August 29, 2025 and any concerns or issues found need to be reported to SBCTC by that date.
Proof of Concept Materials
The Proof of Concept Overview for Travel & Expenses QRG includes everything you need:
- Background on Travel & Expenses Task Force Efforts
- T&E Proof-of-Concept Testing Kick-Off - Meeting Information
- Proof-of-Concept Test Details
- Access to the PCP Environment
- START TESTING: How to Execute Travel & Expense Test Scenarios
- Links to T&E Reference Center Resources
Questions?
Please reach out to Lia Homeister, Travel & Expense PAW Task Force Lead, Director of Institutional Research & Effectiveness, ctcLink College Leader, Renton Technical College
Next Up for Process Alignment
Process Alignment: College-Driven | Agency-Supported | Leadership-Endorsed
Nearly 50 ctcLink pillar and cross-pillar ideas were submitted for consideration for the next Process Alignment task force in response to the survey which closed on June 9, 2025.
The Process Alignment Workgroup, PA leadership, and SBCTC ctcLink Support teams are reviewing the items, prioritize, remove duplicates, and refine choices to those that meet the criteria for process alignment.
During its July 9 meeting, the ctcLink College Collaboration Group — comprised of systemwide ctcLink College Leaders, subject matter experts, and business analysts — will then consider the recommendations.
What Is Process Alignment?
Process alignment involves creating common, agreed-upon business processes that align with our system's goals and strategies. It ensures that ctcLink system processes are consistent and efficient.
Simply put: Is there something you do on a daily, weekly, or monthly basis that makes you think, “There HAS to be a better way to do this! How could we ALL do it better?”
Contact
Please reach out if you have any questions or concerns about the Process Alignment Workgroup activities:
- Jason Hetterle, PAW Team Lead, Director of Technology & Enterprise Solutions, Wenatchee Valley College
- Lia Homeister, Travel & Expense PAW Task Force Lead, Director of Institutional Research & Effectiveness, ctcLink College Leader, Renton Technical College
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 Core Support Updates
Campus Solutions (CS) Core Pillar Support Web Page
Visit the revised Campus Solutions (CS) Core pillar support web page at ctcLink Support for all things CS Core-related:
- ctcLink Reference Center Quick Links
- ctcLink Onboarding Training Manual
- Learning Opportunities & Training
- Lists and groups
- Pillar newsletter
- Oracle and PeopleSoft resources
2026 CS Core Work Sessions Need You!
CS Core has begun planning for 2026. We want to offer more sessions like the one Bates Technical College did recently on Student Alert. To do that, we need you!
We want colleges to have opportunities to learn not only from us but also from each other. We think it’s important for colleges to showcase significant projects and to be acknowledged and recognized for their hard work.
Consider what projects and initiatives your campus is currently working on that could be a good presentation in the coming year. What’s also fair game? Nominate anything you hear your colleagues are working on that you want to know about!
Send information about what you’d like to contribute (or voluntold) to Michelle Kuwasaki, Campus Solutions Functional Analyst. If you have a preferred presentation month in mind, let her know!
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 COREspondence, and CS Core listserv. Please visit the QRG Campus Solutions Learning Opportunities Recordings for a list of previous recordings.
CS Core Training: Veterans Reporting
Wednesday, July 16, 2025, 8:30 - 10 a.m., Learn more and join the session
This session provides an overview of the Veterans Reporting functionality in PeopleSoft. It covers how to track, report, and manage data related to veterans. Using the provided tools, you will learn how institutions can maintain accurate records that help meet federal reporting obligations. We also invite current users of this functionality to join the session and share their best practices with the group.
- Module(s): Student Records
- Primary Audience: Staff Responsible for Veterans Reporting
- Related QRG: Veteran Benefit Reporting Chapter
Enrollment Cancellation
Wednesday, Aug. 20, 2025 8:30 - 10 a.m., Learn more and join the session
If students fail to pay their tuition and fees in full or make appropriate payment arrangements by the established final deadline, their classes may be subject to cancellation. Through the Enrollment Cancellation process, the system identifies past-due students, removes their enrolled courses, and simultaneously eliminates any associated waitlist positions.
This session will provide a comprehensive overview of the ctcLink Enrollment Cancellation functionality, detailing class-by-class and term-level cancellation procedures. The discussion will address critical timeline considerations, re-enrollment eligibility procedures, and the calculation methods employed after an enrollment cancellation takes effect. We will also cover strategies for effective communication with students affected by this process.
- Module(s): Student Records and Student Financials
- Primary Audience: Staff Responsible for Enrollment Cancellation
- Related QRG: Enrollment Chapter
Key topics include:
- Important dates to remember
- Adjustment calendars, billing and due calendars, academic calendar
- Class-by-class cancellation within a term
- Re-establishing student enrollment eligibility after cancellation
- Post-cancellation calculation methods
- Effective communication protocols
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.
CS Core Work Session features
- Include community engagement within each session (rather than having a formal, predetermined college panel). When 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 to p.m.) 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 p.m.)
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: Tracking Student Populations on Thursday, July 17.
Questions? Contact CS Core Support.
| DATE | TIME | EVENT/TOPIC |
|---|---|---|
| July 17 | 1 pm | CS Core Work Session: Tracking Student Populations |
| Aug. 7 | 1 pm | CS Core Work Session: Managing Enrollment with a Side of Search/Match |
| Sept. 4 | 1 pm | CS Core Work Session: Hodgepodge: A Treasury of Tiny Topics |
| Oct. 2 | 1 pm | CS Core Work Session: 3C Troubleshooting Session |
Get Ready for July 14 PAW Travel & Expenses Proof of Concept Kick-Off Sessions
Come try out the best practices recommended by the systemwide Travel & Expense (T&E) Process Alignment Workgroup (PAW) Taskforce. Join us for one of two T&E Proof of Concept (POC) user testing kick-off sessions.
When
Monday, July 14, 2025, 9 a.m. or 3 p.m., Webex: Travel & Expenses Proof of Concept Kick-Off Sessions
Note: The presentations will be recorded and uploaded to the Proof of Concept Overview for Travel & Expenses QRG for users to review post-kickoff.
Audience
Individuals involved in trying out the recommended business practices for requesting travel authorizations, cash advances, and requesting expense reimbursements for travel
What YOU Need to Do to Prepare
All Proof of Concept (PoC) activities will take place in the PCP Environment, a safe and stress-free (data-scrubbed) environment July 14 through August 29.
It is important for each user/tester to Request Access by Friday, July 11, 5 p.m. so your login credentials will be ready on July 14.
Agenda
During the kickoff, we will cover:
- Background and expectations
- Review Online UAT Materials
- Step checklist & recommendations
- Master glossary
- Expense identifier
- Proof of Concept (POC) Overview Guide
- Scenario review
- PCP environment login credentials
- Getting Help & Reporting Issues
- What is everyone else finding?
- Establish frequency of follow-up sessions for duration of testing
- Open Q&A
POC/testing activities will end August 29, 2025 and any concerns or issues found need to be reported to SBCTC by that date.
Proof of Concept Materials
The Proof of Concept Overview for Travel & Expenses QRG includes everything you need:
- Background on Travel & Expenses Task Force Efforts
- T&E Proof-of-Concept Testing Kick-Off - Meeting Information
- Proof-of-Concept Test Details
- Access to the PCP Environment
- START TESTING: How to Execute Travel & Expense Test Scenarios
- Links to T&E Reference Center Resources
Questions?
Please reach out to Lia Homeister, Travel & Expense PAW Task Force Lead, Director of Institutional Research & Effectiveness, ctcLink College Leader, Renton Technical College
Finance Pillar Support Web Page
Visit the revised Finance (FIN) pillar support web page at ctcLink Support for all things FIN-related:
- ctcLink Reference Center Quick Links
- ctcLink Onboarding Training Manual
- Learning Opportunities & Training
- Lists and groups
- Oracle and PeopleSoft resources
FIN Year-End Support
So many opportunities to get one-on-one support as you put a bow on yet another fiscal year.
All FIN Modules ctcLink Customer Support Year-End Open Q&A
| DATE/TIME | EVENT/TOPIC |
|---|---|
| Jul 8, 2-3 pm | All FIN Modules ctcLink Customer Support Year-End Open Q&A |
| Jul 15, 2-3 pm | All FIN Modules ctcLink Customer Support Year-End Open Q&A |
FYE25 GL Journal Drop-In Support
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, July 3, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
| Thursday, July 17, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
| Thursday, Aug. 7, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
| Thursday, Aug. 21, 10 a.m. | ctcLink Accounting Team: SBCTC Finance - Topic TBD |
Travel and Expenses Q&A & Mini Training
Recurring every last 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 may be partially recorded.
11 – 11:30 a.m. Training
The first half of the meeting is typically a short training focused on a particular topic/process in Travel and Expenses. This portion of the meeting is usually recorded. The recording and associated QRGs are posted to the ctcLink Pillar Work Session Information Canvas Course. End-users are welcome to listen in and learn something new.
11:30 a.m. - 12 p.m., Q&A
Second half of the meeting will not be recorded. Please come with your questions or issues and be ready to share your screen.
This open time is for college end users to collaborate with functional support and other Travel and Expense staff/supervisors to troubleshoot issues, discuss workflow or process questions, and/or even share your screen. Some examples of topics:
- Canceling EX Payments
- Initial Setup and the Importance of updating Expenses Profiles
- Applying Cash Advances to an Expense Report
- Cash Advance Reconciliation
- On & Off-boarding Employees for Expenses
- Why your Approved Expense Report Won't Stage for Payment
Module: Expenses / Travel & Expense
Primary Audience: Staff, Travelers, Travel Admins/Staff
Related QRGs: FIN - Expenses section of the ctcLink Reference Center
Prerequisite Courses: EX100, EX101 and/or EX102
Contact Alec Risk, ctcLink Functional Trainer.
| DATE/TIME | EVENT/TOPIC |
|---|---|
| Monday, July 28, 11 a.m. | FIN Work Session: Travel and Expenses Mini Training & Workshop |
| Monday, Aug 25, 11 a.m. | FIN Work Session: Travel and Expenses Mini Training & Workshop |
| Monday, Oct 27, 11 a.m. | FIN Work Session: Travel and Expenses Mini Training & Workshop |
| Monday, Nov 24, 11 a.m. | FIN Work Session: Travel and Expenses Mini Training & Workshop |
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, July 14, 11 a.m. | FIN Work Session: Grants/Projects Mini Training and Open Q&A |
| Thursday, July 10, 3 pm | FIN Work Session: FYE25 Grants and Projects Support Open Webex |
| Friday, July 11, 10 am | FIN Work Session: FYE25 Grants and Projects Support Open Webex |
| Tuesday, July 15, 8 am | FIN Work Session: FYE25 Grants and Projects Support Open Webex |
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, July 10, 11 a.m. | FIN Work Session: Asset Mgmt. Workshop and Q&A |
| Thursday, Aug. 14, 11 a.m. | FIN Work Session: Asset Mgmt. Workshop and Q&A |
| Thursday, Sept. 11, 11 a.m. | FIN Work Session: Asset Mgmt. Workshop and Q&A |
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, July 8, 2 p.m. | FIN Work Session: FSCM Prod Support Meeting [DYK: FYE 2025] |
| Tuesday, July 22, 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 Financials/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, July 9, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Aug. 13, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Sept. 10, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
FA Support Updates
Financial Aid (FA) Pillar Support Web Page
Visit the revised Financial Aid (FA) pillar support web page at ctcLink Support for all things FA-related:
- ctcLink Reference Center Quick Links
- ctcLink Onboarding Training Manual
- Learning Opportunities & Training
- Lists and groups
- Pillar newsletter
- Oracle and PeopleSoft resources
New FA Resources: Packaging Hub and F02 Service Indicator Business Process Guide
In the ctcLink Reference Center, a new Packaging Hub section has been added in 9.2 FA - Packaging and Awards,
The Packaging Hub section contains
- Packaging Plans 101: Just In Time Training recording and slide deck
- Mass Packaging Solutions Currently Implemented: Explanation of solutions for Mass Packaging Top Issues #1, #2, #4 and #5
- Updating Packaging Plan: Setup guides for Enrollment-based WCG/CBS packaging, Global Equation Engines, etc. This page will be updated as equation engines are updated.
- COMING SOON! Exx990 Process: This new process is currently being piloted by a college.
- FA Self Service Guide: NEW
In addition, an F02 Service Indicator Guide has been added to the Precursory Awarding Processes section.
Updated Business Process Guide - Pell Processing
The Pell Processing Business Process Guide has been updated. Please bookmark this link and/or print out the latest guide which now reflects:
- 0c Schema update for 25/26 processing
- Pell SAS Import 24/25 (used for 2025 AY and beyond, including 25/26)
- Updated tips and tricks on some sections, i.e., Pell MRR processing
Some older screenshots in the guide remain but will be replaced as the 25/26 AY progresses.
Query for Processing Multi-Year Entrance Counseling:
CTC_FA_EC_LOAN_CNSL_ISSUES – Run this query to find students whose Entrance Counseling acknowledgments are not matching up to the Initiated checklist, leaving the checklist in an Initiated status when it should be set to Completed when the Process Loan Counseling Data step and Run 3C Engine steps are run.
ACTION REQUIRED: Follow the steps in the Loan Processing Business Processing Guide on or around pg. 120 to get these records loaded to complete the Entrance Counseling Checklist
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
Fin Aid Training for Trailer Colleges Only: Loan Set Up for Schema 5.0c and 25/26 Loan Processing
Tuesday, Aug. 26, 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 Fall Term.
Audience: Trailer 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 2026 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 2026 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
This session will be recorded. There will be no slide deck, as we will be working hands-on in the PRD environment.
Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid).
HCM Support Updates
HCM Users Group Monthly Meet-Up
Thursday, July 10, 2025, 9-11 a.m., Attend Zoom meeting
Join this open-format, virtual meeting to discuss HCM processing, changes, and more. Watch for future meet-ups on the HCM Users Group page calendar.
Questions? Contact Annie Butler, HCM Users Group Chair.
Human Capital Management (HCM) Pillar Support Web Page
Visit the revised Human Capital Management (HCM) pillar support web page at ctcLink Support for all things HCM-related:
- ctcLink Reference Center Quick Links
- ctcLink Onboarding Training Manual
- Learning Opportunities & Training
- Lists and groups
- Pillar newsletter
- Oracle and PeopleSoft resources
HCM Monthly Newsletter
Subscribe to the ctcLinkSME-HCM list to receive the latest edition of the HCM Monthly Roundup, featuring HCM hot topics, training, and how-to tips.
To subscribe
Visit ctcLinkSME-HCM – Human Capital Management (HCM) and follow the screen prompts.
Fiscal Year Comp Time Payoff: Self-Paced Asynchronous Training Using Pre-Recorded Session
This refresher is to be used as a reference for how to enter the Comp Time hours to be paid out at the end of the fiscal year in ctcLink. This process is typically done on the 06B payroll processing period.
In the Asynchronous Work Session Approach, the HCM Support Team is using resources already captured to provide refresher style reminders for you when time-sensitive processes/procedures are approaching their deadline for processing in ctcLink.
We believe these will work well for those annual processes where the procedure has not changed from last year, but a refresher is needed to bring to your attention that now is time to refamiliarize yourself with the steps and timing.
The self-paced topics to review include:
- Viewing the employee’s compensatory plan and balances
- Reviewing the process to pay off compensatory time balances at the end of the Fiscal Year
ctcLink Pillar Work Session Information Canvas Course Module now available
Navigate to the ctcLink Pillar Work Session Asynchronous Training Material Canvas course
- Module(s): Payroll, Time & Labor
- Primary Audience: Payroll Administrators, Time Administrators
- Related QRG: Compensatory Time Payoff - End of Fiscal Year
Contact: HCM Customer Support
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, July 9, 1 p.m. |
HCM Work Session: "SAVE THE DATE" Topic TBDHCM Work Session: NRA Setup & Paycheck ModelerBN100 Benefits Overview, originally planned for May 21, will be rescheduled to July. |
|
Wednesday, July 23, 1 p.m. |
SF Support Team Updates
Student Financials (SF) Pillar Support Web Page
Visit the revised Student Financials (SF) pillar support web page at ctcLink Support for all things SF-related:
- ctcLink Reference Center Quick Links
- ctcLink Onboarding Training Manual
- Learning Opportunities & Training
- Lists and groups
- SF DL Blast Pillar newsletter
- Oracle and PeopleSoft resources
- Student Financials (SF) Resources QRGincluding:
- Resources that fall outside of other SF QRG main categories
- ctcLink Training Recordings Archives
Second Journal Sets (SJS) Open for 2026 Fiscal Year Updates
SJS item type update access in ctcLink is now open so that accounting chart string information may be updated by college staff.
From Monday, June 2 through Friday, July 11, access will be open to staff with the ZD_SAR_2ND_JRNL_SETUP rol.
After access is removed, all SJS item type updates will require a SolarWinds ticket and item type form.
25/26 Tuition Rates
- As we wrap up the tuition rate update process, please remember to review and include any outstanding fee or waiver updates for Fall 2025–2026. Be sure to update your 2025–2026 Rate Rollover ticket accordingly.
- Bachelor's Degree Tuition Calculator updated for 25/26. Link is only accessible by college staff from college IP addresses.
1098-T Hot Topics: Statements
Monday, July 14, 1 p.m., Join the session
Join us to explore two pressing topics in-depth:
- 1098-T Prior Year adjustment issues - When activity to a prior calendar year takes place, and a prior year 1098T has not already been generated, it causes an inaccurate current year 1098T.
- Citizenship Status and ER-999 - Questions related to citizenship have been removed from the Admissions Application.
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.
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 Financials/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, July 9, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Aug. 13, 2 p.m. | ctcLink Accounting Team: SF/GL Open Forum Meeting |
| Wednesday, Sept. 10, 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 through summer. To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.
| Date | Time | Event |
|---|---|---|
| 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, July 8, 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 For You
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.
- Development deployed to production this week
- Create FS 53 PTM
- Data fixes and bug fixes in HCM, CS, and FSCM.
- Enhancement SM083 Make a Payment Fluid went live on 7/1.
- ER 176 - Position Management Approval Notifications Q & A
- ER 232 - Adding Custom Self-Service Questions in Campus Solutions UAT Kickoff - 6/25
- ER 232 Redesign Accessibility Testing
- I-021 CEMLI Update/Bug Fix. Ticket 213369. HCM-1595.
- PCD Refresh 6/30
- Reinserted 03B-20205 Payroll HR acct lines mistakenly removed by the college user. HCM-1616. Ticket 213943.
- Update HCX Payment Link Code. CS-2437 and ticket 218427.
- Update instructor/advisor table for one institution so all instructors have advisor checkbox checked. This will save lots of manual work. CS-2432. Ticket 216519.
- In Development, SIT, UAT, and Completed
- Create CS Image 35 and HCX Upgrade Test Plan in TestLink
- CS Image 35 / HCX
- CS Image Support
- ER 232 - Adding Custom Self-Service Questions in Campus Solutions. In SIT but development continues as additional changes are requested.
- ER 232 Redesign Accessibility Testing Findings Review (SDTs 217062 & 217592)
- ER-232 Adding Custom Self-Service Questions in Campus Solutions UAT
- FS Data Masking in review
- HCM 52 and Tax Update 25B System Integration Testing
- HCM Image 52
- HCM Image Support
- Item Type Audits
- LegacyLink 4.2.0 Release Testing
- 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. In SIT.
- PTF Maintenance
User Acceptance Testing (UAT)
- App Engine for Yearly Updates to CS and ST Salary Plans. Ticket 207571. HCM-1551. We developed an app engine to automate a complex process that the HCM functional has had to do manually every year with Excel to CI. In UAT.
- ER 232 - Adding Custom Self-Service Questions in Campus Solutions.
- ER-171 TAM Enhancements. Ticket 163606 and HCM-1292.
- Quick Admit Modification. CS-2166. Ticket 189293.
- Spelling fix "Acadmemic" to "Academic" on the CS Launchpad Copy Setup SACR page. CS-2388. Ticket 211144.
System Integration Testing (SIT)
- AM Physical Inventory Configuration. FS-1953. Ticket 213998.
- CEMLI E-204 CTC_MEDAD_AE needs to be fixed to calculate correctly L&I deduction amounts for Salaried employees. Ticket 214593. HCM-1607. Waiting for HCPTS to be ready before deploying.
- Enhancement FWL Employee Record Look Up. Ticket 148615. In SIT.
- ER27 - SOGI updates. CS-2419. Ticket 216131.
- FTE CEMLI - Waivers Update. CS-2420. Ticket 216719.
- HCM 52 and Tax Update 25-B Retrofit development complete. Ticket 217183.
- Hourly Earnings - Barg Units Process Changes. Added crosswalk to include new NRH earnings code. HCM-1606. Ticket 217396.
- I-203 HCM Payroll Load AP Voucher Staging. Ticket 211114. FS-1956. In SIT. Replaces the manual Excel to CI work that is being done with loading WAPAY payroll transactions to AP. Waiting for Teri to test.
- Medaid process fix. HCM-1607. Ticket 214593. CEMLI E-204 Medical Aid Hours Calculation. Waiting for HCPTS to be ready after the failures of the HC 52 install. Will be remigrated to HCPTS once it's ready.
- Nelnet payments not posting. Ticket 219308 and CS-2447.
- OFM App Engine Updates to include SP Salary Plan. Ticket 209524. HCM-1578. In SIT. Waiting for HCPTS to be ready after the failures of the HC 52 install. Will be remigrated to HCPTS once it's ready.
- 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. In SIT.
- Updating the CTC_AUDIT_AE Process. HCM-1604. Ticket 217372. R-222 Absence Time Costs Report Changes to include new TRCs 1CE & 1CA.
In Development
- CEMLI M-045 PSHUP Load Process. Ticket 215888.
- Communications Missing - Ticket 218618. College user ran the SCC_3CDELETE AE without parameters and mistakenly deleted over 100,000 communications. A point in time backup was restored from before the delete, tables restored as _BCK, and this script will bring the missing data from the backup tables back to the base tables.
- CS 35 Retrofit. Ticket 217732. Development is in progress.
- ctcLink Pages Display Information for Other Business Units in Finance. Ticket 210359. Part of the request was completed with FS-1979 and ticket 216897. The rest is still in development.
- Data fix tickets in Finance.
- E208/E219 Automation of adjustments to vacation / sick time donations for Shared Leave. HCM-1541. Ticket 168718.
- ER 232 SIT tickets being worked by Neel.
- ER 245 - Extension for Student Group Mass Assign. Ticket 178457. Development is in progress. Development was paused for a week so we could meet the CS 35 retrofit deadline.
- ER 289 Security Account Reset Capabilities. Ticket 213156. Assigned to Ben.
- HC Image 52: Update Clean Address. HCM-1603. Tickets 217404, 217208, 217426. There are issues with the update and we are waiting for a response from Runnertech on the development of the fixes.
- HC Image 52: Update Clean Address. Ticket 217404.
- HCM Employee Homepage displaying in Campus Solutions. Ticket 217294. Likely resolved, waiting for confirmation.
- HCPDV - Clean Address not working. Ticket 217426.
- HCX 25.2 Install. Ticket 217734. This is in progress, but will be late because of requests to prioritize tickets 216843 and 216519.
- Nelnet upgrade - New CSR with upgrade project will get loaded into PDV on 6/2, after the April CPUs and CS-2348 being closed.
- OAAP - Kastech provided 5 accessibility fixes that are being tested and reviewed by Josh.
- Override institution set issues in ticket 190595. Investigating.
- Portal homepage logos keep disappearing. SR open with Oracle. Ticket 215079.
- 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. That is in the queue.
- Ticket 215552 - Process scheduler is not deleting some data from some tables. It's supposed to clear out everything older than 30 days. Working on a script to clear out the orphaned data.
- Updating the logos in HCX and the portal page for Bates. Ticket 199604. In the queue.
- Updating the old Starfish tile to Navigate 360 in HCX for Whatcom. Ticket 216843. CS-2445.
- VS Code and Copilot Community of Practice.
On Hold
- Completed team training on archiving. Working with Data Services on policy side of archiving so App Support can complete the technical side.
- ER 285 - Purchase of EPM tool from Oracle for use to do Book to Bank reconciliation. Waiting on new ER and requirements.
- Automatically Resubmit Asynchronous IB Errors. Ticket 200430. On hold.
- Configurable search issue in 8.61. Ticket 214405 the ID Field not autofilling like it should. In the queue.
Waiting
- GL_EXCL_BATC in FSPRD. Ticket 204146. Budget checking is failing on batch uploads. Oracle agreed it's a bug and should be delivered in FS 54. Ticket 214412 hides the budget checking option on the run control page while we wait for Oracle's fix. That was deployed to production so user can get back to uploading, just without the budget checking on upload. Will create a change package for it that will trail FS 53. Oracle provided a POC and we can apply the fix now, if Shon would like.
- Oracle has provided a project for ticket 209597, SR 3-39710983311 : 9/26 Timesheet Modification Email lists incorrect job title. The actual fix will be included in Image 53. Dhilip wants to apply the fix along with Image 52, so this will be a project and CSR applied after Image 52 is applied.
- CS Image 35 and HCX Upgrade Go-Live & Confidence Testing
- CS Image 35 and HCX Upgrade Q & A Session Coordination
- CS Image 35 and HCX Upgrade Sanity Testing
- CS Image 35 and HCX Upgrade System Integration Testing
- ER 262 - Faculty Contract Content Visibility. Ticket 182820.
- ER 289 Security Account Reset Capabilities. Ticket 213156.
- Finalize and Post CS Image 35 and HCX Upgrade Image Overview Document
- Finalize and Post HCM 52 and Tax Update 25B Image Overview Document
- HCM 52 and Tax Update 25B Go-Live & Confidence Testing
- HCM 52 and Tax Update 25B Q & A Session Coordination
- HCM 52 and Tax Update 25B Sanity Testing
