ctcLink Learning Opportunities & Support Roundup: July 16, 2025

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).  

 

 

Learn about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.

Registering for the workshops is easy!

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

 

Data Summit 2025: Register Now!

Monday, Aug. 4, 2025

Yakima Valley College, Kaminski Conference Center, 1704 W. Nob Hill Blvd., Building #38, Yakima, WA

This event is a collaborative effort sponsored by the dataLink Steering Committee, Information Technology Commission (ITC), Research & Planning Commission (RPC), and the ctcLink College Collaboration Group (cCCG).

Agenda

Data Summit 2025 Agenda (tentative) topics include:

• New dataLink users
• Overarching data flows, Baseline Data Replication Package (BDRP), ITC Best Practices
• Db/Dev Share Out
• Data Classification Presentation & Data Security
• Tables - large (archive & main)
• Process Alignment Workgroup (PAW)
• Data Visualization tools

Accommodations

Room blocks have been reserved at Tru by Hilton Yakima Airport and Home2 Suites by Hilton. Learn more about lodging details.

RSVP

Please submit this registration form if you plan to attend in person.

While we would love to see you all in person, a remote option to attend via Zoom is available on the Data Summit 2025 Agenda, but there is no need to RSVP.

New to ctcLink or Ready to Upskill? Make a ctcLink Training Plan

The ctcLink Customer Support Training team developed tools to assist colleges with employee onboarding in response to recommendations and requests.

Although learning a new software system can be challenging, these documents provide new staff with the information needed to locate, understand, and participate in the various training and learning opportunities available from the Washington State Board for Community and Technical Colleges (SBCTC). 

• The Staff Training Participation (STP) application helps supervisors track ctcLink Canvas course training progress for staff and assign ctcLink Canvas courses for staff enrollment. Learn more about the Staff Training Participation Application
• Onboarding Training Manuals assist new college staff in their training journey through ctcLink (PeopleSoft). Learn more about the ctcLink Onboarding Training Manuals

About the Onboarding Training Manuals 

Onboarding Training Manuals can be found in the ctcLink Reference Center “Welcome to ctcLink – Start Here” section. Manuals are available for users in all PeopleSoft pillars, as well as for 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

Each manual is divided into sections highlighting specific topics and information necessary to become more comfortable with our ctcLink system. Section topics may include: 

• Onboarding checklist 
• Welcome to ctcLink Training 
• Each pillar’s place in ctcLink 
• Prerequisite ctcLink courses 
• Role-based training content and requirements (i.e., required and recommended ctcLink self-paced training courses) 
• Additional onboarding resources

How to use the onboarding manuals

The intent is for supervisors to work with staff to provide clarity around staff roles and functions of their job based on the onboarding manual. 

Each ctcLink module lists required and recommended self-paced ctcLink Canvas training courses which directly align to roles and functions performed at the colleges. For example, each staff member is required to complete general prerequisite courses to introduce them to the ctcLink system.

The checklist included allows supervisors to identify which required and recommended courses should be completed by each staff member. Additional training resources are provided to assist new staff in their onboarding activities. 

The ctcLink Training and Support teams look forward to partnering with the colleges and SBCTC agency staff to provide enhanced onboarding and training experiences for new and current employees. 

Please reach out to ctcLink Training Management if you have questions or concerns. 

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

PAW Travel & Expenses Proof of Concept Testing is Underway

Come try out the best practices recommended by the systemwide Travel & Expense (T&E) Process Alignment Workgroup (PAW) Taskforce.

Kickoff presentations were recorded and uploaded to the Proof of Concept Overview for Travel & Expenses QRG for users to review.

PAW Travel & Expense Proof-of-Concept Testing Real-Time Notifications

Want to ensure that you receive notices when issues are reported and resolved, or materials are updated? Be sure to register using the Access Request Google sheet. Registered participants will receive a calendar invite to the Open A & A sessions held every Tuesday at 1 p.m.

PAW Travel & Expense Proof-of-Concept Testing Open Q & A Office Hours

Stop by for help every Tuesday, 1 p.m. to 2 p.m., July 15 through Aug. 5, 2025. Additional sessions may be scheduled if necessary.

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

All Proof of Concept (PoC) activities will take place in the PCP Environment, a safe and stress-free (data-scrubbed) environment, from July 14 through August 29.

POC/testing activities will end August 29, 2025, and any concerns or issues found need to be reported to SBCTC by that date.

The Service Desk ticketing system has been updated to ensure any issues discovered during testing can be reported under the Request Type: ctcLink Support > Special Project Activities > T&E Proof of Concept

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 About Recommendations or Process?

Please reach out to Lia Homeister, Travel & Expense PAW Task Force Lead, Director of Institutional Research & Effectiveness, ctcLink College Leader, Renton Technical College

Questions About Proof-of-Concept Online Materials?

Please reach out to the PMO Team at SBCTC, or submit a service request using the Service Desk ticketing system using the Request Type: ctcLink Support > Special Project Activities > T&E Proof of Concept.

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 have reviewed the items, removed duplicates, and refined choices to a consolidated list to those that meet the criteria for process alignment. A survey has been extended to solicit feedback on prioritization, due by July 22.

During its August 13 meeting, the ctcLink College Collaboration Group — comprised of systemwide ctcLink College Leaders, subject matter experts, and business analysts — will be presented with the results for consideration and discussion.  A recommendation of top priority process topics will be communicated to the PAW Team to move forward.

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

Troubleshooting Enrollment Requirements

Enrollment Requirements, particularly those that are well-crafted, respond to and interact with other system functionalities. 

An elegantly constructed requirement will require awareness of and familiarity with those other functionalities.  A seasoned builder will naturally acquire that knowledge over time.  For a newer builder, especially one who may have inherited existing builds, it can be daunting (at first!). 

Those who work with enrollment requirements will benefit from building not only solid enrollment requirements but also strong relationships with others in their campus community.  Those relationships will be instrumental for both informing ER build and for troubleshooting as needed. 

To support those who find comfort in having a map, GPS, or checklist, we’ve published a Troubleshooting Enrollment Requirements QRG, essentially a resource guide to support enrollment requirement troubleshooting. 

Credit where credit is due!  This guide was based largely on a CS Core work session that was led by Iulia Zavodov, Bellevue College, and Kael Godwin, then of Clark/now of Highline and a few years ago. 

The guide takes you through:

1. Basic configuration areas to always review (i.e., effective-dating)
2. How to test (i.e., identify the relevant requirement line)
3. Some other areas to consider (i.e., is your course list missing equivalent courses)
4. And, as always, relevant queries

While a document of this nature will never be comprehensive, it can always be improved!  This is a living document, and we invite you to help us add to it from your lived experiences.  If you have ideas for additions, please feel free to open a ticket to the training team. 

Externally Earned Degrees

In order to record their students’ external credentials on the External Education page, some colleges have requested degree type values be added to the Degree Table.  Ten new values have been added including Master’s, Bachelor’s and Doctorate.  These new values will not display on transcripts and cannot be awarded to students on the Student Program/Plan page.

Homeschool

Based on requests for guidance on how students can enter homeschool information when submitting an application, two new External Orgs are now available for identifying homeschooled students:

• Homeschool inside WA State (External Org ID: 203631683)
• Homeschool outside WA State (External Org ID:203631680)

These External Orgs are available to students when they submit OAAP applications as well as to staff members entering data on pages like External Education.

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.

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.

PAW Travel & Expenses Proof of Concept Testing is Underway

Come try out the best practices recommended by the systemwide Travel & Expense (T&E) Process Alignment Workgroup (PAW) Taskforce.

Kickoff presentations were recorded and uploaded to the Proof of Concept Overview for Travel & Expenses QRG for users to review.

PAW Travel & Expense Proof-of-Concept Testing Real-Time Notifications

Want to ensure that you receive notices when issues are reported and resolved, or materials are updated? Be sure to register using the Access Request Google sheet. Registered participants will receive a calendar invite to the Open A & A sessions held every Tuesday at 1 p.m.

PAW Travel & Expense Proof-of-Concept Testing Open Q & A Office Hours

Stop by for help every Tuesday, 1 p.m. to 2 p.m., July 15 through Aug. 5, 2025. Additional sessions may be scheduled if necessary.

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

All Proof of Concept (PoC) activities will take place in the PCP Environment, a safe and stress-free (data-scrubbed) environment, from July 14 through August 29.

POC/testing activities will end August 29, 2025, and any concerns or issues found need to be reported to SBCTC by that date.

The Service Desk ticketing system has been updated to ensure any issues discovered during testing can be reported under the Request Type: ctcLink Support > Special Project Activities > T&E Proof of Concept

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 About Recommendations or Process?

Please reach out to Lia Homeister, Travel & Expense PAW Task Force Lead, Director of Institutional Research & Effectiveness, ctcLink College Leader, Renton Technical College

Questions About Proof-of-Concept Online Materials?

Please reach out to the PMO Team at SBCTC, or submit a service request using the Service Desk ticketing system using the Request Type: ctcLink Support > Special Project Activities > T&E Proof of Concept.

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.

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.

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.

FIN Work Session: Grants/Projects Mini Training and Open Q&A

NEW! Recurring every SECOND Monday of the month at 11 a.m. join the ctcLink Finance Customer Support team for a collaborative, interactive, training and troubleshooting drop-in session on everything Grants/Projects.

• 11 – 11:15 a.m., Training: First part of the meeting will be a Mini Training and will be recorded. End users are welcome to listen in and learn something new. 
• 11:15 a.m. – 12 p.m., Q&A- Second half of the meeting will not be recorded. This open time is for college end users to collaborate with Functional Support and other Grant/Project Staff to troubleshoot issues, discuss workflow or process questions, and/or ready to share your screen. Some examples of topics:
  • Grant Billing
  • Modify Grant Award or Capital Project Budgets
  • Amending Awards
  • Project-related Budget/Commitment Control Errors
  • Grant-related Combo Codes
  • Grant-related Item Types

You are invited to drop in with any questions related to grants and projects at the open Q&A sessions.

Need help with setting up FY25 grants? Feel free to reach out to Michele Rockwell, MSML, ctcLink Finance Functional Analyst.

Questions? See the contact information listed in the event calendar listings below.

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

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.

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.

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

FA Support Updates

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, August 11, 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.

Call for HCM Work Session Ideas

The HCM Support Team wants to hear from colleges! Which topics and information you like to have featured in the Work Sessions?

The team is scheduling the HCM Work Sessions through Summer 2025 and beyond. Please, let us know your ideas and suggestions!

Keep in mind, this is YOUR forum for the exchange of ideas, processes and transactions related to the HCM Module of ctcLink. So, if you have found a way of solving or improving a process or transaction, others would be very interested also.

Sessions can also be presented by anyone in the HCM Community, just let us know and let’s work out the details!

Contact HCM Customer Support.

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 Image 52 & Tax Update 25-B

HCM Image 52 testing is in progress and will be implemented the weekend of August 9-10, 2025.

Core HR, WFA, Position Management, ESS, MSS, Foundation tables, Approval Workflows have been impacted by this image, but all for the better as more than a few system bugs have been resolved.

Q&A sessions about the changes will be shared on the HCM Mailman list (listserv).

Job Effective Date Row Insert Processing (JEDI)

We are enhancing the Automatic Job Data Update – known as Job Effective Dated Row Insert (JEDI) to allow colleges the ability to update employee salaries directly, reflecting changes in the OFM pay scales. A new feature has been added to the following processes to default pay components and calculate compensation.

• Create New Job Eff. Dated Row (CTC_JEDI_AE)
• Reverse Job Effective Dated Row (CTC_XJEDI_AE)

Non-Resident Alien (NRA) Processing In HCM

New NRA functionalities have been implemented and affected colleges successfully processed 06B 2025 payroll on July 3, 2025.

Colleges with FWL contract data set up for Part-Time and Moonlight Faculty will need to run FWL OTP and FWL Pay Line Extract processes separately for PXX and XXP pay groups.

HR Core

Workforce Administration (WFA):

• Position Management Workflow Notifications functionality has been enabled successfully. This is an addition to the already existing Position Management Approval functionality and complements the same.  Related QRG’s have been updated, and Q& A recording(s) have been shared.
• Support Team is further working on projects to enable (design, develop, deliver) new system modules in the areas of ePerformance and Profile Management. Instead of the traditional waterfall approach, the core team has adopted Agile development methodology which will not only speed up the final delivery of the functionality in One USG Connect, but also ensure that all college level critical requirements are met in totality
• Further work is progressing in the areas of streamlining the application foundational structures in the area of Departments, in the Finance & HCM pillars.
• SOGI related updates are in progress and in the test phase, moving towards delivery.
• A new POI type to capture External Instructors is in process.
• Hourly classified transactional data entry and the related process has been standardized in ctcLink, and the recommended process to follow has been communicated.
• Support Team is currently in the process of supporting requests in the areas of salary plan, job, combo code and other related updates

Absence Management / Time & Labor

Absence Management and Time and Labor played a big part in the changes to NRA processing in HCM, especially with configuration and testing of the project, along with Payroll for North America and integrating with Central Payroll, App Services and Data Services.

Benefits/Faculty Workload (FWL)

DRS Calendars

DRS Calendars for the year ending 2026 must be updated in time for 7A payroll processing:   Please see https://ctclinkreferencecenter.ctclink.us/m/79717/l/928103-9-2-using-drs-calendars QRG for additional information.

Auto Enrollment Process Results

QHC_BA_E188_AUTOENR_ERROR_LOG query is available to HCM users to access Auto Enrollment Process results and errors for upcoming payroll processing timeframe.   Because SBCTC is running the auto enrollment process at 5:00 p.m. on the last day of payroll processing timeframe, this query is best accessed the following day.   If you need help with resolving errors or have any questions regarding any of the results, please contact HCM Customer Support.  Please note that due to this query’s availability, Customer Support will no longer be distributing errors to impacted colleges for review/corrections.

Faculty Workload

• See NRA Processing above
• The FW100 Faculty Workload Canvas Course is still ongoing and is making some progress in between other projects.

Payroll

• Paycheck Modeler - has been enabled in ESS for US Resident pay groups.
• 06B Payroll Confirmation completed July 3, 2025.

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.

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.

SF Support Team Updates

Welcome Pauline Smith, ctcLink Functional Trainer for Student Financials

Please give a warm welcome to Pauline Smith, who joined the ctcLink Training Team as a ctcLink Functional Trainer for Student Financials. Today is her first day.

Many of us have had the pleasure of working with Pauline in some capacity while she was at Peninsula College. She has already made significant positive impacts on our system and will continue to contribute her ideas and expertise to influence and develop our colleges.

For the past 25 years, Pauline has worked at Peninsula College, growing through a wide range of roles—from answering calls at the switchboard to fulfilling a long-term goal of joining the IT team as the Business Applications Analyst.

Over the last five years, she immersed herself in all things ctcLink, collaborating closely with SBCTC and community colleges throughout Washington state. These partnerships have broadened her understanding of the system and deepened her appreciation for the people who power it.

SBCTC is excited to bring Pauline's experience to the training team to help colleges thrive through knowledge, encouragement, and shared success.

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

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.

Data Summit 2025: Register Now!

Monday, Aug. 4, 2025

Yakima Valley College, Kaminski Conference Center, 1704 W. Nob Hill Blvd., Building #38, Yakima, WA

This event is a collaborative effort sponsored by the dataLink Steering Committee, Information Technology Commission (ITC), Research & Planning Commission, (RPC) and the ctcLink College Collaboration Group (cCCG).

Agenda

Data Summit 2025 Agenda (tentative) topics include:

• New dataLink users
• Overarching data flows, Baseline Data Replication Package (BDRP), ITC Best Practices
• Db/Dev Share Out
• Data Classification Presentation & Data Security
• Tables - large (archive & main)
• Process Alignment Workgroup (PAW)
• Data Visualization tools

Accommodations

Room blocks have been reserved at Tru by Hilton Yakima Airport and Home2 Suites by Hilton. Learn more about lodging details.

RSVP

Please submit this registration form if you plan to attend in person.

While we would love to see you all in person, a remote option to attend via Zoom is available on the Data Summit 2025 Agenda, but there is no need to RSVP.

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.

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 Improvement Highlights

Each monthly ctcLink Accessibility Open Forum focuses on accessibility enhancements and collaborative efforts to improve user experience in ctcLink.

In case you missed a meeting, please see Materials and recordings from past ctcLink Accessibility Forums.

Below is a summary of highlights from the Accessibility & ctcLink Forum Presentation, July 8, 2025 session.

MacOS Safari Tabbing Issue

Christopher Soran discussed improvements in the application, including dynamic page headers and tabbing issues in Safari

• When tabbing through a page, instead of going to the Save button, the focus shifts to the URL bar instead of Save. This does not happen in Firefox or Chrome on MacOS, only Safari.
• This is related to Safari browser settings. Some page elements are skipped when you tab through the page. By default, Safari skips certain page elements when you tab through the page.
• Workaround
  • You can set your preferences to stop at each element.
  • Select Safari, Preferences to access the Preferences dialog box.
  • Click the Advanced icon.
  • Check the "Press Tab to highlight each item on a webpage“ check box.
  • Close the dialog box 

Dynamic Page Headers on Time Pages

This went to production June 10, 2025, and will help employees who have multiple jobs with the same title.

Added job information to these pages:

• Time Summary
• Enter Time
• Absence Balances
• Cancel Absence
• View Requests
• Manage Absence

Okta MFA

Monica Olsson provided updates about Okta, the multi-factor authentication tool, highlighting positive feedback from accessibility meetings and the hiring of a third-party accessibility firm, Deque, to address various accessibility issues.

• Okta published new 2025 VPATs
• The “Okta Platform” VPAT includes the End User Dashboard and the Sign-in Widget.
• Okta hired Deque to perform an accessibility audit, and fixed 90 percent of the reported issues.
• Vicki and Josh will re-test Okta Verify on mobile and sign-in widget on desktop in late August.

Title II ADA Compliance - April 2026

Christopher emphasized the importance of ongoing evaluations with Oracle regarding compliance with accessibility standards.

• The SBCTC Application Services team met with Oracle representatives June 16 to discuss Title II compliance.
• Oracle hosts a quarterly PeopleSoft Accessibility Focus Group for some PeopleSoft support staff at agencies and colleges across the country. The focus group has been for PeopleTools and HCM. They agreed to include Campus Solutions in future meetings.
• The biggest problem is reflow. At 400% zoom, all Classic and Classic+ pages fail.  Fluid pages can scale for all form factors. To be fully complaint, it would mean porting 4,000+ transactions in Classic (just in HCM alone) to fluid technology and that won’t be happening by next April. We’ve asked for heavily-used student pages to be prioritized for conversion.
• The VP of PeopleSoft Strategy and Development is going to advocate for a long-term solution for the reflow issue and get back to the team.

ctcLink Accessibility Monthly Open Forum

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.

Join us! Meetings are held on the second Tuesday of each month, 11 a.m. to noon.

Please join us for the next ctcLink Accessibility Open Forum on Tuesday, Aug. 12, 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.